Event Planning Services

Background

Virginia Commonwealth University (VCU) is seeking proposals from qualified firms to provide event planning services for the University’s signature events: RAMCamp and Weeks of Welcome (WOW). The goal of this contract is to ensure successful execution of these events, which are critical to the university's mission of enhancing student engagement and community building.

Work Details

The selected firm will provide comprehensive event planning services for RAMCamp and Weeks of Welcome, including but not limited to: 1. RAMCamp 2026: - Decorations setup at Altria Theatre, including custom centerpieces for 60 tables, lobby decor with RAM Camp logo, and two balloon arches. Budget: $7,500. - RAM Carnival on August 10, 2026, requiring various entertainment options such as glitter tattoo artists, balloon artists, caricature artists, carnival game booths, prizes, and rides. Budget: $26,000. - Casino Night on August 11, 2026, including themed decor and casino games with trained dealers. Budget: $28,000. - Block Party on August 12, 2026, featuring inflatable games and food stations. Budget: $25,000. - Closing Brunch on August 13, 2026, requiring themed centerpieces and decor. Budget: $7,000. 2. Weeks of Welcome (WOW) 2026: - Welcome Dance Party on August 15, 2026 with a budget of $13,000 for decorations and entertainment. - Monroe Park Block Party on August 17, 2026 with a budget of $5,000 for activities and decor. - Black & Gold Wednesdays Kick Off on August 19, 2026 with a budget of $10,000 for food and activities.

Period of Performance

The contract will be performed from June 5, 2026 (issue date) until the conclusion of the events in mid-August 2026.

Place of Performance

The events will take place at various locations including Altria Theatre in Richmond, VA; VCU Student Commons; Pine St; and Commons Plaza.

Bidder Requirements

Firms must demonstrate relevant experience in event planning for similar institutions or organizations. Additionally, they must comply with any applicable local business certifications or registrations.