Entertainment Acquisition, Event Promotion and Management Services

The vendor is required to provide that entertainment acquisition, event promotion and management services entertainment acquisition, event promotional and management services for the event.
- Services:
• Coordination of public safety and event logistics with designated city personnel is essential.
• Provide a plan with measurable objectives and goals for preparation of the event and day-of management. the event is a one-day weekend event to be held in june, july, or august 2025 (by august 17), and will feature booked entertainment. technical plan will include proposed event date(s), schedule or agenda, along with including but not limited to the following:
o Provide target audience for proposed entertainment bookings.
o plan for on-site supervision and event flow management. there must be sufficient qualified personnel to supervise the festive footprint.
o Plan for security in collaboration with city police department. it is estimated that 20-25 certified security guards will be needed to cover the festival including all road closure points.
o Plan for festival set up and clean up, in coordination with the city’s department of public works.
o Plan for all food vending, including food trucks and food stalls, and to oversee all required permitting requirements for food vending.
o Plan for recruiting, organizing, and managing all craft vending.
o plan for organizing and maintaining an alcohol vending area
• Create a budget, and provide accounting for the full event budget, budget management and cost control. additionally, the budget should note that the city is tax exempt. budget must include at a minimum, the following:
o Expected city contribution (cash and in-kind).
o Revenues from selling vending spaces, including proposed cost-share.
o Corporate sponsorships for the event.
o Advertising and promotion.
o All additional fees and costs.
o Accounting for the full event budget. budget management and cost control.
• Entertainment booking and coordination. provide a mix of national touring acts, local acts, community events, and arts and cultural programming. the activities are to include music, art, dance, and vendors.
o Book and manage all musical talent to cover 2 event stages – 1 main stage and 1 “local” stage. the stages may feature other cultural acts, such as dance or other live art demonstrations.
o Procuring, setting up, disassembling, and managing the two stages, including all audio-visual equipment.
o Provide audiovisual production and technical support
o The booking of “national recognized talent” for the main stage.
o The booking of talent for the “local” stage.
• Logistical and operational details for service vendors (food and drink, production, av, equipment, and others), and ensuring that all necessary permits are obtained in a timely manner.
• Collect and account for revenues from event vendors.
• Marketing and promoting the event.
• Applying for state mass gathering permit on the city’s behalf and providing any necessary requirements of county.
• Working with the city, to ensure that proper insurance and permits are obtained, and all local, state, and federal laws & policies are followed.
• Event risk management planning
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 24, 2025