Event Planning Services for Industry Day FY2026

Background
The U.S. Army Corps of Engineers (USACE), Fort Worth District is conducting market research to identify entities with experience and resources to provide Event Planning Services for their Industry Day in FY2026. This initiative aims to engage with industry stakeholders, publicize upcoming business opportunities, and gauge interest and qualifications from potential contractors. The USACE seeks to ensure high standards for these events by potentially contracting with professional planning organizations.

Work Details
The contractor will be responsible for the following tasks:

1. Host a day-long Government-Industry Engagement event for approximately 350-400 attendees and 30 USACE employees.

2. Develop the event program in coordination with the Fort Worth District and provide an agenda for publicity efforts, including presentations from 8:00 AM to 2:00 PM followed by one-on-one meetings until 5:00 PM.

3. Coordinate all logistics, including venue setup, audio-visual equipment, food and beverage support, signage, parking arrangements, and name badges.

4. Collect all presentations in advance and ensure they are staged on appropriate computers at the venue.

5. Manage publicity efforts through flyers and materials distributed via other media channels.

6. Handle all aspects of event registration, including pre-event registration, inquiries, website management, same-day registration, payment processing, and attendee tracking at the registration table.

7. Serve as the primary contact between USACE and venue staff for planning walk-throughs and addressing any issues on the event day, including two pre-conference walk-throughs and a post-event debrief session.

8. Provide detailed lists of items expected from both USACE and the contractor for successful event execution.

9. Propose a package of conference registration sponsorship fees that balances profitability with affordability for small businesses participating in the event.

Period of Performance
Planning may occur up to one year prior to the event date, with an estimated service duration of 180 calendar days encompassing planning, publicity, managing the one-day event for up to 450 attendees, and post-event follow-up activities.

Place of Performance
Fort Worth, Texas Metroplex, preferably near Dallas Fort Worth (DFW) International Airport and the Fort Worth District Main Headquarters Office.