Public Education Department

Buyer seeks a contractor to provide event support and coordination services for the fiscal year 2026 New Mexico Safe School Summit. The contractor will coordinate with the New Mexico Safe School Summit Host Committee to plan and deliver the annual conference focusing on school safety. Services include venue selection, registration management, speaker coordination, and exhibitor recruitment. All services must be completed by June 30, 2026.

• 6/13/2025 - RFP Release Date
• 6/17/2025 - Acknowledgement of Receipt Form Due
• 6/19/2025 - Deadline to Submit Written Questions
• 6/20/2025 - Response to Written Questions
• 7/6/2025 - Proposal Due Date
• 7/15/2025 - Proposal Evaluation
• 7/16/2025 - Selection of Finalists
• 7/31/2025 - Contract Awards
• 5/30/2026 - Final Report Due
• 6/30/2026 - Project Completion

• Experience providing event planning for conferences with minimum 350 attendees

• Plan annual New Mexico Safe School Summit on date determined by Host Committee
• Negotiate venue arrangements, including hotel blocks and exhibitor space
• Maintain and update existing NMS3 event website
• Manage registration database and provide on-site registration services
• Coordinate speaker logistics including travel, honorariums, and presentations
• Arrange audio/visual and catering services for the event
• Staff registration table with 5 staff on day one, 3 on subsequent days
• Order and pay invoices for conference materials (coins, bags, badges)
• Recruit exhibitors and manage exhibitor fees and arrangements
• Submit detailed final report by May 30, 2026