Hobby Area District Event Planning Services RFP 2026 - Hobby Fest
HOBBY AREA DISTRICTSpecial District · Houston, TX- Due
- May 7, 2026
- Deadline passed
- Posted
- Apr 17, 2026
- Primary contact
- Walter Funes
The 30-second brief
The Hobby Area District is seeking proposals from qualified event planning firms to coordinate and execute Hobby Fest, a community-focused event. The selected contractor will serve as the lead coordinator responsible for project management, infrastructure and logistics (tents, tables, chairs), safety and emergency response planning, programming and entertainment booking, sponsorship and vendor coordination, and marketing/PR. Additional components include managing a scholarship program, food and beverage compliance, and volunteer recruitment. Proposals must include company background, approach, fee structure, and references. The submission deadline is May 7, 2026, with a question deadline of April 30, 2026.
Event timeline and production schedule, Site plan/layout, Vendor and sponsor tracking list, Marketing plan and calendar, Safety and operations plan, Run-of-show document, Post-event report
Experience managing large-scale community events, Strong logistics and vendor coordination experience, Public sector or district experience preferred, Proven communication and organizational skills
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Summary
The Hobby Area District is seeking proposals from qualified event planning firms to coordinate and execute Hobby Fest, a community-focused event.
The selected contractor will serve as the lead coordinator responsible for project management, infrastructure and logistics (tents, tables, chairs), safety and emergency response planning, programming and entertainment booking, sponsorship and vendor coordination, and marketing/PR. Additional components include managing a scholarship program, food and beverage compliance, and volunteer recruitment. Proposals must include company background, approach, fee structure, and references. The submission deadline is May 7, 2026, with a question deadline of April 30, 2026.
EVALUATION CRITERIA
4- Experience managing large-scale community events
- Strong logistics and vendor coordination experience
- Public sector or district experience preferred
- Proven communication and organizational skills
REQUIRED DELIVERABLES
7- Event timeline and production schedule
- Site plan/layout
- Vendor and sponsor tracking list
- Marketing plan and calendar
- Safety and operations plan
- Run-of-show document
- Post-event report
REQUIRED ATTACHMENTS
4- Company background and experience
- Proposed approach and timeline
- Fee structure
- References
- Reported agency
- Hobby Area District
Questions about this RFP
How do I respond to this RFP from HOBBY AREA DISTRICT?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is May 7, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. For questions, contact Walter Funes.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including HOBBY AREA DISTRICT in TX, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Walter Funes. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Event timeline and production schedule, Site plan/layout, Vendor and sponsor tracking list, Marketing plan and calendar, Safety and operations plan, Run-of-show document, Post-event report. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Experience managing large-scale community events, Strong logistics and vendor coordination experience, Public sector or district experience preferred, Proven communication and organizational skills" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from HOBBY AREA DISTRICT?
All active and historical solicitations from HOBBY AREA DISTRICT are tracked and searchable. As a special district agency, HOBBY AREA DISTRICT regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Company background and experience, Proposed approach and timeline, Fee structure, References. Review the full document from HOBBY AREA DISTRICT for the complete list.