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Charles St., FL 6, Baltimore, MD 21201 |  |  |  |  |\n| Telephone Number: 410-244-1030 |  |  |  |  |\n| Downtown Partnership of Baltimore (DPOB) is a not-for-profit 501(c)6 organization incorporated in Baltimore, MD, founded in 1983, and exempt from all state, federal and local taxes. |  |  |  |  |\n| Responses must be received on or before Thursday, July 31, 2025, by 4:00 PM (EST) . |  |  |  |  |\n| Electronic Responses: Please submit your Proposal in at least 12-point font to: [bidders@dpob.org](bidders@dpob.org) with\u003Cbr>Subject Line: Annual Meeting Event Planner and Manager RFP\\#2025-07 |  |  |  |  |\n| For questions/information: Email [lhouse@dpob.org](lhouse@dpob.org) referencing “Annual Meeting Event Planner and Manager RFP\\#2025-07” in the subject line. Questions/information must be emailed no later than Thursday, July 24, 2025, 4:00 PM (EST) . All questions received by the question closing date will be answered within three (3) business days (Tuesday, July 29, 2025) and will be posted [on GoDowntownBaltimore.com.](on GoDowntownBaltimore.com. Questions sent)[ Questions sent](on GoDowntownBaltimore.com. Questions sent) to [bidders@dpob.org](bidders@dpob.org) will not be answered as this email address is not monitored on a regular basis. |  |  |  |  |\n| DPOB reserves the right to waive informalities or irregularities, to reject any or all proposals received, to accept the proposal deemed best for the organization, and/or request new proposals if necessary. |  |  |  |  |\n| Any objection to the above conditions must be clearly indicated in the proposal. |  |  |  |  |\n| In compliance with this RFP and with all the conditions imposed herein, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon with DPOB by subsequent negotiation. |  |  |  |  |\n| VENDOR IDENTIFICATION |  |  |  |  |\n| Company Name: |  |  |  |  |\n| Address: |  |  |  |  |\n| Telephone: |  |  |  |  |\n| Email: |  |  |  |  |\n| EIN/TIN: |  |  |  |  |\n| Print Name | Title | Authorized Signature |  | Date |\n|  |  |  |  |  |\n\nOverview:  \nDPOB is seeking quotes from experienced event planners to manage and execute the organization’s Annual Meeting, scheduled for Nov. 5th from 5:30 PM – 8:30 PM and VIP reception from 5:00 PM to 6:00 PM at the M&T Bank Exchange at the France-Merrick Performing Arts Center. The event attracts more than 500 of the area ’s corporate and civic leaders for an evening of networking, a program highlighting the organization’s initiatives, the announcement of the Downtown Baltimore Awards, and more. The planner and manager will oversee many aspects of the event, including coordination with the DPOB team (theme, budget, etc.), vendor management, stage management, and on-site execution. The meeting space includes three levels and a lobby/bar area, with primary focus for décor and furniture on levels one and three.  \n- Target fee for event planner/manager: $10,000  \n- Overall event budget (excluding planner fee): Up to $30,000  \n1. Planning & Coordination  \n• Collaborate with the DPOB team to determine overall event theme, design/décor, layout, and schedules.  \n• Work within the event budget (to be provided) .  \n• Schedule and attend planning meetings and provide regular progress reports (minimum twice monthly from August 2025 – October 2025) .  \n• Develop and maintain a detailed planning and event timeline and production schedule.  \n• Ensure alignment between creative vision, operational feasibility, and budget.  \n• Attend planning meetings, tech rehearsals, and provide DPOB with reg","cbCairG4AGYn4CCt","https://ap.wps.com/l/cbCairG4AGYn4CCt","pdf",283581,"English","# Overview\n# Scope of Services\n## Planning & Coordination\n## Event Management\n## Stage Management\n## Vendor Management\n## Budgeting & Invoicing\n# Proposal Submission Requirements","[{\"question\":\"What event date and time does the RFP cover?\",\"answer\":\"The Annual Meeting is scheduled for Nov. 5, 2025 from 5:30 PM to 8:30 PM, with a VIP reception from 5:00 PM to 6:00 PM.\"},{\"question\":\"What types of vendors must the planner and manager handle?\",\"answer\":\"The scope includes identifying, contracting, and managing select third-party vendors such as entertainment, A/V services, furniture and rentals, and on-site activations, while coordinating with DPOB for venue and F\\u0026B contracts.\"},{\"question\":\"How should invoices and final reconciliation be handled?\",\"answer\":\"The planner and manager must submit timely invoices and receipts, maintain accurate expense records, and provide final reconciliation within 14 days after the event.\"}]","Final RFP - Downtown Partnership of Baltimore Annual Meeting Event Planner and Manager | PDF",1789284519]