Event Management and Marketing and Communications Services

The Vendor is required to provide for event management and marketing and communications services.
- To reflect project needs and best practices:
•    Event Management agreement: maximum $45,000 (all-inclusive) 
•    Marketing & Communications agreement: maximum $30,000 (all-inclusive)
- Event Management (up to $45,000)
•    Plan and deliver 3 community markets (Christmas, Valentine’s Day, Mother’s Day) 
•    Organize 2 bilingual workshops in Spanish with interpretation available if requested beforehand with childcare for immigrant/Hispanic entrepreneurs 
•    Host 1 networking event for vendors and stakeholders 
•    Secure venues, rentals, entertainment, permits, insurance, and logistics 
•    Support vendors with licensing and compliance requirements 
•    Submit post-event reports to the City (attendance, vendors, outreach, challenges, photos) 
•    In collaboration with the marketing and communications contractor, contribute to the costs and execution of bilingual advertising campaigns (radio, print, SMS/WhatsApp, digital) to ensure maximum reach to immigrant and county communities.
- Marketing & Communications (up to $30,000)
•    Design and implement bilingual promotional campaigns for all events/workshops 
•    Produce 7 monthly Feria Newsletters (Dec 2025 – June 2026) using the city’s mail chimp platform 
•    Cover costs for advertising buys (SMS/WhatsApp blasts, local radio, print, and social media ads) 
•    Provide translation, photography, video, and storytelling as appropriate 
•    Deliver engagement metrics  
•    Maintain and deliver updated contact/vendor databases to the City 
•    Co-lead bilingual advertising campaigns (radio, print, WhatsApp, SMS, digital) in collaboration with the Event Management contractor. While Marketing & Communications will take the lead on design and placement, advertising costs may be shared between both budgets.
- Event Management (up to $45,000) 
•    3 Markets (Christmas, Valentine’s Day, Mother’s Day): $11,500 each = $34,500 
•    2 Workshops with childcare: $4,000 each = $8,000 
•    1 Networking event: $2,500 
•    Total = $45,000 
- Marketing & Communications (up to $30,000) 
•    7 Monthly newsletters (Dec–June): $1,000 each = $7,000 
•    Integrated campaign packages (covering markets, workshops, networking): $21,000 total (~$3,500 per campaign, flexible by medium) 
•    Final reporting & database delivery: $2,000 
•    Total = $30,000

- Questions/Inquires Deadline: November 07, 2025