RFP- Wasatch Back Wildfire Summit

Summit County is seeking proposals from qualified conference and event management professionals or firms to provide conference planning, coordination, and logistical support services for the inaugural Wasatch Back Wildfire Summit, scheduled for May 17-18, 2027, in Park City, Utah. The purpose of the Summit is to convene key stakeholders to advance wildfire resilience across Utah and the Wasatch Back region.

The Summit will focus on creating resilient, wildfire-adapted communities through collaboration, innovation, science, policy development, and investment strategies. Conference themes include community preparedness, wildfire science and implementation, and innovative approaches to financing resilience efforts.

Due to an unexpected staff vacancy during a critical phase of conference development, Summit County is seeking professional conference management assistance to ensure the successful delivery of this inaugural event while maintaining schedule, quality, attendee experience, and budget objectives.

The selected consultant shall provide comprehensive event coordination, communications, and logistical support services, including but not limited to the following:

Speaker Recruitment and Program Development

• Review submitted session proposals and assist County staff with session selection.
• Identify, recruit, confirm, and coordinate remaining keynote speakers, panelists, workshop facilitators, moderators, and presenters.
• Develop and maintain speaker tracking systems.
• Coordinate speaker communications and scheduling.
• Collect biographies, presentation materials, audio-visual requirements, and related information.
• Develop speaker briefing materials and event schedules.

Marketing, Communications, and Outreach

• Develop and implement a conference promotion strategy.
• Expand awareness and attendance through coordinated outreach campaigns.
• Manage and update conference-related website content in coordination with County staff.
• Develop social media content calendars and promotional campaigns.
• Coordinate email communications and mailing list engagement.
• Create promotional materials and conference announcements.
• Track registration trends and recommend outreach strategies as needed.

Event Logistics and Conference Administration

• Develop and maintain a master conference work plan and timeline.
• Coordinate conference planning meetings and action items.
• Maintain conference budgets and monitor expenditures against approved funding.
• Coordinate with vendors, sponsors, partners, volunteers, and speakers.
• Create operational plans for conference registration, attendee experience, and wayfinding.

Volunteer and Stakeholder Coordination

• Organize and facilitate regular planning meetings with conference partners and volunteers – Currently meeting biweekly.
• Track assignments and deliverables.
• Develop volunteer schedules and training materials.
• Coordinate day-of volunteer activities.

Swag and Materials Procurement

• Design, source, and coordinate procurement of conference merchandise and attendee materials.
• Obtain quotes and oversee production schedules.
• Ensure timely delivery of conference materials.

Day-of Event Management

- Serve as the lead conference coordinator during the event [...]

Post-Conference Support

• Conduct attendee and speaker surveys.
• Compile conference metrics and participation statistics.
• Prepare a post-event summary report.
• Identify lessons learned and recommendations for future conferences.

**Proposals Due** Monday, November 16, 2026 5:00PM. Dates are estimated and subject to change.

Proposals will be reviewed and ranked by a Selection Committee. Selection will be based on qualifications and experience and the selection criteria described below. The first Contractor of choice will be asked to complete negotiations on their proposed fee.

| Criteria | Weight |
| --- | --- |
| Relevant Experience | 30% |
| Project Approach and Understanding | 30% |
| Qualifications of Key Personnel | 20% |
| Fee Proposal | 15% |
| References | 5% |
| Summit County Local or Based Company | 5 bonus points |
| Veteran Owned Company | 5 bonus points |

Please review the attached contract information and submit any proposed changes to said contract, *Exhibit A*. Adequate and satisfactory insurance is also required, including general liability, automobile, and workers' compensation.

The County reserves the right to extend the term of the contract to complete pending projects or to cancel the contract at any time with 30 days' written notice.