Event Planning Services

The vendor is required to provide event planning services for include:
1. Commons decorations and vignette set up in commons
•    Date: Saturday, august 16, 2025
•    Event description: decorations to be up for three weeks in the commons to promote wow
•    Labor: setup and breakdown
2. Welcome dance party: ram-verse after dark
•    Date: Saturday, august 16, 2025
•    Start time: 8:00 pm
•    End time: 11:00 pm
•    Start time: 8:00 pm end time: 11:00 pm
•    Anticipated attendance: 400
•    Labor: setup and breakdown
3. Into the realm: park block party
•    Date: Mon, august 18, 2025
•    Start time: 5:00 pm
•    End time: 7:30 pm
•    Event description: dancing, music, fun, food, games and activities on the common’s plaza
•    Anticipated attendance: 3,000
•    Labor: setup and breakdown
a. Activities ideas and suggestions
•    Caricature artists (2)
•    Perler bead station (make and take activity) canvas tote decoration station (with cloth sharpie markers and other fabric friendly materials
•    Gaming truck
•    Airbrush station (t-shirts, blank hats)
•    Friendship bracelet making station (make and take activity)
b. Decor
•    Comic themed balloon arch for interest
•    Signage showing where each attraction is located
•    2-3 water misting stations (to keep attendees cool)
•    Signage showing where each attraction is located
4. Rise of the black and gold league: black and gold Wednesdays kick off
•    Date: august 20, 2025
•    Start time: 12:00 pm
•    End time: 1:00 pm
•    Event description: dancing, music, fun, snacks, games, and activities to welcome the freshman class.
•    Anticipated attendance: 1,500
•    Labor: setup and breakdown
a. Ideas and suggestions
•    360 photo booths
•    Two (2) fun foods- 500-700 servings of each-ice cream, nachos or funnel fries
b. Decor
•    Entry portal arches or tunnel (see below)
•    T-shirt signage (s, m, L, XL, plus size)
•    Signage for activities (t-shirts, food and photo booth)
c. Furniture
•    One (1) 15x15 tent white top
•    Six (6) rectangles tables-6ft
•    Four (4) chairs
•    Six (6) linen tables cloths
o    Three (3) black and three (3) gold
•    Two (2) - three (3) extension cords
•    One (1) generator
5. Tastes across the Ramverse: GSPB food truck fest
•    Date: September 3, 2025
•    Start time: 3:00 pm
•    End time: 5:00 pm
•    Event description: DJ, food trucks, giveaways, photo opportunities
•    Anticipated attendance: 500
•    Labor: setup and breakdown
a. Ideas and suggestions
•    Industrial drink cooler(s) with ice
•    Assorted beverages for attendees (water, Gatorade, soft drinks)
•    Superhero themed photoset/backdrop/props for students to take photos
•    Various decorations for tents and tables relating to theme.

- Questions/Inquires Deadline: July 31, 2025