Event Management Services

The vendor is required to provide demonstrated expertise in the management, marketing, rental, scheduling, operation and administration of event facilities is required.
- Party will manage event facilities and events such as weddings, wedding receptions, birthday and anniversary celebrations, municipal, corporate, social and philanthropic meetings and social events.
• Development of administration and coordination policies, procedures, calendars and materials to demonstrate competence in managing and operating event services, within 20 days of notice to proceed; 
• Preparing scheduling, operations and financial records and reports that conform to requirements under section iii, records and reports; 
• Developing and distributing promotional material for the facilities; 
• Developing and placing advertisements in appropriate print and online media; 
• Though various functions can be conducted remotely via email, phone text and other approaches, presence by the event manager in the park office at least 2 days per week between the hours of 9 am and 5 pm as needed; 
• Responding to clients within no more than 24 hours of contact; 
• Showing facilities to prospective clients within no more than 72 hours of request; 
• Booking, scheduling and staffing events, including town-sponsored nonrevenue generating (no-fee) meetings and events up to fifteen (15) hours per month; 
• Completing and submitting the town’s facility rental permit application with all corresponding documentation and fees in a timely manner; 
• Follow the town’s master fee schedule for all fees; 
• Adhere to the town’s guidelines and procedures for accepting and processing payments for event rentals; 
• Compliance with town ordinances and policies for events including noise, parking and park usage. 
• Maintaining the events facilities and equipment in a safe, clean and attractive condition in accord with high standards expected by the town and by event facility users; 
• Setting up events facilities for events; 
• Cleaning up events facilities following events; 
• Promptly informing town’s contract manager of maintenance and repair needs; 
• Recommending capital improvements to town’s contract manager of events facilities to maintain them and to enhance their ability to enhance revenues; 
• Coordinating provision of goods and services such as rentals, flowers, catering, music, photography and videography, security, clean-up and disposal; and 
• The contractor may provide catering and other services but will not be permitted to be the exclusive provider of these services unless explicitly stated in the agreement as part of the compensation package.
• Managing website updates and creating professional outreach materials to effectively promote the events space.
- Contract Period/Term: 3 years
- Pre-Proposal Site Walkthrough Date: August 26, 2025
- Questions/Inquires Deadline: September 2, 2025