12-001298 Event Management

The North Carolina Department of Insurance, on behalf of the Office of the State Fire Marshal, is seeking an experienced event‑management firm to operate registration, payment processing, on‑site check‑in, and badge‑printing for two annual safety conferences (Fire Life Safety Educator Conference and NC Safe Kids Conference). Each conference will host approximately 600 attendees, requiring a secure, multi‑platform registration website, integrated email communications, PCI‑compliant payment handling, real‑time check‑in dashboards, and on‑site badge‑printing equipment. The contract is a two‑year firm‑fixed‑price agreement beginning after award, with implementation to start in October 2026. Vendors must be registered in North Carolina, provide financial and performance references, and submit a flat‑fee proposal for both years. • Manage registration portals (custom branding, surveys, reporting) for ~600 attendees per event • Provide PCI‑compliant payment collection, refund processing, and financial reporting • Supply and operate on‑site check‑in and badge‑printing hardware (printers, scanners) • Deliver monthly and final event data reports, plus a detailed implementation timeline starting Oct 2026 • Maintain a designated contract manager and customer‑service point of contact for the State • Submit a single flat‑fee bid covering Year 1 and Year 2 (no separate line‑item pricing)