Entertainment, Event, and Management Services

The Vendor is required to provide entertainment, event, and management services for include:
•    Provide entertainment acquisition, event promotional and management services for the event. 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 either a signature one-day weekend event to be held in June, July, or august 2026 (by august 17), or a series of smaller weekend events within the approved location over the same date range 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. 
o    There must be sufficient qualified personnel to supervise the festival footprint.
o    Plan for security in collaboration with city police department. 
o    It is estimated that 20-25 certified security guards will be needed to cover the festival including all road closure points.
o    The city will provide garbage trucks to accept, haul and dispose of bagged waste.
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 a designated alcohol vending area, including but not limited to obtaining any licenses or permits from the state liquor authority.
•    Create a budget, and provide accounting for the full event budget, budget management and cost control.
•    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. 
o    Budget management and cost control.
•    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 county 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 and policies are followed. 
•    Event risk management planning.