ODPS Agency Wide Event Planner

BACKGROUNDThe Ohio Department of Public Safety (ODPS) supports statewide initiatives through multiple divisions, including the Ohio Narcotics Intelligence Center (ONIC), Ohio Traffic Safety Office (OTSO), and the Ohio School Safety Center (OSSC). These divisions regularly host conferences, summits, and community engagement events to advance ODPS’s mission of promoting safety, education, prevention, and interagency collaboration across Ohio.To streamline procurement and ensure consistency across events, ODPS seeks to establish an agency-wide contract for professional event planning and coordination services. This contract will allow ODPS divisions to plan and execute high-quality, cost-effective, and compliant events through a unified process while maintaining flexibility to accommodate diverse program needs.OVERVIEW.ODPS is soliciting proposals from qualified Event Planning Contractors to provide comprehensive event management services for ODPS conferences, summits, workshops, and special events. The Contractor will be responsible for planning, coordination, registration, vendor management, logistics, audiovisual and IT support, data collection, and on-site execution.Events may range from small regional meetings to large statewide summits, typically held in Central Ohio but potentially across the state. The selected Contractor will work collaboratively with ODPS to ensure all events reflect the professionalism, integrity, and mission of the Department.OBJECTIVES.ODPS has the following objectives that it wants this Work to fulfill, and it will be the Contractor’s obligation to ensure that the personnel the Contractor provides are qualified to perform their portions of the Work.ODPS has the following objectives for this work:1. Deliver comprehensive, efficient, and consistent event planning services across ODPS divisions.2. Maintain professional, responsive communication with ODPS staff, vendors, and participants.3. Ensure high-quality attendee experiences aligned with ODPS program goals.4. Provide transparent reporting, budgeting, and data collection to support accountability and improvement.5. Ensure compliance with all applicable Ohio procurement, data security, and accessibility standards.6. Support cost-effective use of public funds and, where appropriate, manage registration fee collection and reconciliation consistent with state policy