MRB-57287 - USA (California) - Special Events Coordinator Service - Deadline November 8,2026

(1) Vendor needs to provide special events coordinator service. – Provide special event coordination services to plan, direct, coordinate, produce, and manage special events.– Perform the following:1. Coordination:• Conduct facility walk–throughs and tours with prospective clients.• Coordinate appointments to meet with potential clients, conduct site inspections of the facility, identify coordination issues and determine if/how the agency.• Build and develop excellent client relationships to encourage return business and positive word of mouth, client satisfaction, and potential for positive publicity and new business.• Provide clear communication and responses, via phone, email, and in–person to all event inquiries from outside organizations and internal agency staff regarding use of Library space for meetings and special events.• Research and assist clients, as requested, in the selection of the most cost–efficient vendors and contractors to provide the appropriate level of service for their events (e.g., catering, equipment rental, lighting, disc jockey, etc.).• Develop and distribute event requests to agency personnel and other agencies involved, provide continuous follow–through communication.• Communicate event set–up and strike expectations (e.g., establish and designate responsible parties to remove decorations, signage, tables, chairs, etc., from location) with all involved parties.2. Administrative tasks:• Utilize and be familiar with Google Suite, Microsoft Office, creating simple direction signage and PDFs, general office equipment, and virtual meeting software services.• Prepare and distribute all event–related documents for each event to agency staff and client in a timely manner.• Assess needs and determine costs for events, including costs for security, custodial, setup, and facility coordination services.• Recommend new procedures and/or forms to the facilities office as needed.• Assist in the development, issuance, and maintenance of a master calendar of events and database.• Create inventory of agency–owned inventory and track agency–owned inventory of supplies and materials for events, such as linens, centerpieces, as needed.(2) The contract period will be for three years. (3) Mandatory pre–bid meeting will be held on October 21, 2026.