This bid is for five years of event planning services in Chicago, Illinois, covering 95th Street to 134th Street between Ashland Avenue and Stony Island Avenue, including areas east of I-94 and within two miles of this project area.
Due
November 23, 2026
15 days left
Location
Chicago, IL
Illinois
Posted on
Bonfire
Notice ID
B26FC04926
Please quote five years of event planning services in Chicago, Illinois, covering 95th Street to 134th Street between Ashland Avenue and Stony Island Avenue, including areas east of I-94 and within two miles of this project area.
Annual meetings: Up to 10 large meetings for 300 attendees, 24 stakeholder meetings for 50 attendees, and 5 emergency meetings for 30 attendees.
Event setup: Secure accessible venues with audiovisual infrastructure; coordinate furniture, setup and takedown, audiovisual equipment, signs, photography, video, translation providers, and event notices.
Availability: Support two simultaneous meetings on weekdays, evenings, and weekends, with notice as short as 14 days for large meetings, 48 hours for stakeholder meetings, and 24 hours for emergency meetings.
Staffing: Provide 1–2 representatives for large and emergency meetings, 1–3 for stakeholder meetings, and a project manager for check-ins.
Reporting: Include up to 26 check-in meetings annually, weekly event logs, and monthly progress and budget reports.
Experience: Have a local office within 50 miles of downtown Chicago, at least five years of comparable event planning experience, and three years of Chicago-area experience.
Please confirm availability and send your quote by November 23, 2026.
The original documents
Deadline: November 23, 2026
See the original on transitchicago.bonfirehub.com
Bidding it yourself? Get the full package and submit on Bonfire before November 23, 2026.
What they need
Annual eventsUp to 10 large meetings for 300 attendees, 24 stakeholder meetings for 50 attendees, and 5 emergency meetings for 30 attendees.
LogisticsSecure accessible venues with audiovisual infrastructure; coordinate furniture, room setup and takedown, supplied audiovisual equipment, directional signage, photography, videography, translation providers, and event notifications.
AvailabilitySupport two simultaneous meetings during weekdays, evenings, and weekends. Planning notice may be as short as 14 days for large meetings, 48 hours for stakeholder meetings, and 24 hours for emergency meetings.
CoordinationInclude up to 26 check-in meetings annually, weekly event logs, and monthly progress and budget reports.
PricingProvide flat fees for each of the five years by meeting type and standard versus evening/weekend hours, based on eight-hour meeting attendance. Include 1–2 representatives for large and emergency meetings, 1–3 for stakeholder meetings, a project manager for check-ins, and a cancellation fee for less than 48 hours' notice. Itemize venue and furniture rentals separately; include travel, supplies, and overhead in service fees.
ExperienceLocal office within 50 miles of downtown Chicago, at least five years of comparable event planning experience, and three years of Chicago-area experience.
Past history: who won Office Furniture & Supplies work in Illinois
Recent federal contract awards (federal buyers) in the same industry in Illinois, from USAspending.gov. These are comparable jobs, not earlier rounds of this exact solicitation.
Typical award:$45K to $1.1Mmiddle half of 15 recent awards · median $484K
XL Eagle