Event Planning and Management Services

2026-11-03

The selected firm will provide comprehensive event planning , coordination , and execution services for Oakland Thrive , including but not limited to : • Project Management : Develop detailed event timelines and project plans for all events by January 30 , 2026 . • Budget Oversight : Track expenses and ensure compliance with Oakland Thrive ’ s payment systems . Ensure that expenses are pre - approved by Oakland Thrive and adhere to event budgets . • Reporting : Submit post - event reports including but not limited to expenses , ticket sales , attendees , sponsors , statistics and receipts one month after each event . • Invoicing : Delivery of invoices on a timely basis . • Vendor Coordination : Manage small business vendors ( agreements , payments , logos , and day - of communication ). • On - Site Management : Event setup through teardown , ensuring smooth event execution . • Logistics : Coordinate venue , AV , catering , linens , décor , security , permits , and liquor licenses . • Program Support : Assist with show run , speaker management , and presentation coordination . • Floor Plans & Layouts : Design event floor plans and logistics maps . • Collaboration : Work closely with CEO , Oakland Thrive event staff , board members , and volunteers . • Guest Communications : Manage pre - event emails , confirmations , and on - site registration . • Materials & Branding : Create signage and materials aligned with Oakland Thrive branding . • Sponsorship Support : Coordinate sponsor deliverables , logos , and sponsorship guest confirmations . • Vendor Negotiations : Secure competitive pricing from subcontractors and suppliers . • Post Event Analysis : SWOT Analysis within two weeks of event to document and discuss improvements , successes , and wins .

MITN

2026-05-14