Equipment Rental for Events Services

The vendor is required to provide equipment rental for events services for supplying all labor, services, security, supervision, equipment, tools, materials, and incidentals required to meet the on-call equipment rental needs for the city’s special events.
- Events
1. Family dance
a. Event description: 
•    This is a one-day, indoor event featuring music, food and dancing at the community center. 
•    the event runs from 6pm - 9pm and the average attendance is 200 people.
b. Specifications:
•    At staff’s request, contractor must meet in person with recreation services staff or their designees, starting three months prior to the event to assist with the logistical planning and placement for equipment rental. 
•    This meeting shall include a site inspection of the event area. 
•    Prior to the event, the contractor is to arrive onsite at the designated location at 9:00 am or similar time designated by recreation services team.
c. Rental equipment needs:
•    (12) 60 in round tables
•    (10) 48 in banquet tables
•    (150) black samsonite folding chairs
2. Boo bash
a. Event description: 
•    This is a one-day event featuring music, games, and sponsor booths outdoors in the grove at wills park. 
•    The event runs from 5pm - 8pm and the average attendance is 2,000 people.
b. Specifications:
•    At staff’s request, contractor must meet in person with recreation services staff or their designees, starting three months prior to the event to assist with the logistical planning and placement for equipment rental. 
•    This meeting shall include a site inspection of the event area. 
•    On the day of the event, the contractor is to arrive onsite at the designated location at 6:00 am or similar time designated by recreation services team. 
•    Equipment removal to begin at the conclusion of the event or as otherwise designated by recreation services team.
c. Rental equipment needs:
•    (30) 10 ft x 10 ft white frame tent
•    (30) 6 ft x 30 in banquet tables
•    (30) white samsonite folding chairs
3. Wire and wood
a. Event description: 
•    This is a Friday and Saturday singer and songwriter event, featuring more than (30) artists, performing on 6+ outdoor stages in the downtown area. 
•    Event times are Friday, 6 pm – 11 pm, and Saturday, 12 pm – 11 pm. event times may change. 
•    The estimated average attendance is 12,000 people per day
b. Specifications:
•    At staff’s request, contractor must meet in person with recreation services staff or their designees, starting four months prior to the event to assist with the logistical planning and placement for equipment rental. 
•    This meeting shall include a site inspection of the event area. 
•    On the first day of the event, the contractor is to arrive onsite at the designated location at 6:00 am or similar time designated by recreation services team. 
•    Equipment removal to begin at 10:00 pm on Saturday or similar time designated by recreation services team.
c. Rental equipment needs:
•    (15) 10 ft x 10 ft framed white tent
•    (80) ft sidewall curtains
•    (75) 30 in high, round table
•    (50) 6 ft x 30 in tables or picnic tables
•    (500) white or black plastic chairs
•    (24) patio heaters with full gas tanks
•    (12) full gas tank refills
•    (18) metal bar stools without backs and sits approximately 2 ft off the ground
•    (32) concrete weights (min. 100 LBS)
•    bistro string lights for up to (15) 10x10 tent interiors
4. Alpharetta tree lighting
a. Event description: 
•    This is an annual, outdoor community event celebrating the holiday season with a 50-ft tree lighting, snow falling, photos with Santa, live music on a main stage, marshmallow roasting, and charitable donations. 
•    The event hours are 5 pm until 9 pm. the estimated average attendance is 3,000 people.
b. Specifications:
•    At staff’s request, contractor must meet in person with recreation services staff or their designees, starting three months prior to the event to assist with the logistical planning and placement for equipment rental. 
•    This meeting shall include a site inspection of the event area. 
•    On the day of the event, the contractor is to arrive onsite at the designated location at 8:00 am or similar time designated by recreation services team. 
•    Equipment removal to begin Saturday at 9:00 pm at the conclusion of the event or similar time designated by recreation services team.
c. Rental equipment needs:
•    (2) 10 ft x 10 ft white framed tent
•    (40) ft sidewall curtains, no windows
•    (24) patio heaters with full gas tanks
•    (15) 6 ft picnic tables
•    (15) 30 in high, round tables
•    (20) white folding samsonite chairs
•    Stanchions to queue 40 linear feet of patrons
•    (10) ft of red carpet
•    (32) concrete weights (min. 100 LBS)
•    Bistro string lights for up to (2) 10x10 tent interiors.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 12, 2025