Event Planning and Support Services

Work Requested (Scope of Contract):
SCAG is seeking proposals from qualified firms to provide comprehensive professional event management services for its annual Regional Conference and General Assembly. The selected Consultant will be responsible for:

• Managing all aspects of the event in collaboration with SCAG's Media & Public Affairs team
• Overseeing event logistics, coordination, and execution
• Ensuring the delivery of a successful conference each year of the contract
• Anticipating and planning for potential challenges associated with large-scale events

The ideal contractor will be organized, dynamic, detail-oriented, and a skilled negotiator with proven experience in managing large-scale events.

Who is Requesting:
The Southern California Association of Governments (SCAG) is issuing this solicitation.

Background on the Contract:
Each May, SCAG hosts the Regional Conference and General Assembly, attracting nearly 1,000 attendees including elected officials, city staff, business leaders, and other stakeholders in regional planning. The event features expert panels, keynote presentations, and technical demonstrations to inform and engage participants on regional changes. The program is developed by SCAG's Media & Public Affairs staff in coordination with subject matter experts from the Planning Division and executive leadership.

The primary audience includes:

• Local elected officials
• CEOs
• Business and civic leaders
• Transportation and environmental stakeholders
• Local government staff
• Other regional innovators

For information on previous conferences, visit: https://www.scag.ca.gov/past-signature-events.

Contract Requirements:
The Consultant must:

• Work closely with SCAG's Media & Public Affairs team
• Demonstrate previous experience managing large-scale events
• Show ability to anticipate and resolve event challenges

Event dates for the duration of the contract are:

• May 5-7, 2027
• May 3-5, 2028
• May 2-4, 2029

Instructions on Submission:
Proposals should be submitted by qualified firms with demonstrated experience in event planning and management. Further details on submission requirements and deadlines can be found in the full solicitation.