Special Event Planning and Production Services

The Vendor is required to provide special event planning and production services, on an as-needed basis, including but not limited to event planning and promotional activities, as well as event production including event management and other production-related services.
- Event Planning and Promotion services including event marketing, advertising and branding, event-related community outreach and other activities necessary to carry out the planning and promotion.
- Event Promotional Advertising including the following services:
•    Event Marketing and Branding Plan Development: Secure media buys in English and in other languages as directed by department staff, coordinate with local media to include media pitches for free and paid placement in various media (local newspapers, magazines, radio, internet-based, etc.), design and produce banners, flyers, and promotional giveaways, and monitor media coverage; provide digital and outdoor production (benches, bus stops, etc.) and social media ad buys. All media buys will include design, provision and installation of marketing assets where applicable. Designing and producing banners, flyers and other printed materials for department programs and functions.
•    Event-branded Promotional Materials Planning Formulating ideas, designs and providing promotional giveaways (“swag”) for special events as well as other marketing opportunities. Advise and provide unique, trend-sensitive items (that is, currently popular and in line with current trends) items consistent with department brand.
•    Event Promotional Assets Creation: Create and design event branding and promotional materials for events including press releases, flyers, social media posts, news ads, or other forms of branding or marketing that reflect the latest industry trends and best practices for events of the type of the particular department event. Ensure accessibility by providing materials that can be translated into various languages as necessary and adhering to best practices for individuals with special needs.
•    Media Coordination: Monitoring media and coordinating relevant event coverage with an eye for raising positive awareness of event 
•    Spokesperson Management: Secure and train spokespeople representing department diverse communities for events.
•    Video Production: Create promotional and compilation videos for social media, including scripting, filming, editing, and producing. Produce compilation videos as requested highlighting department events. Produce high-quality videos of department events as required.
•    Sponsorship Find and vet sponsorship opportunities for various events
•    Emergency Action Plans Development of EAPs for events.
- Special Event Community Outreach and Engagement including:
•    Community Recruitment: Promote department special events to diverse communities, including non-English speaking populations, youth, and other demographic groups.
•    Relationship Building: Develop connections with local organizations, schools, community groups, corporations, industry contacts, and government agencies/officials as required to promote department special events.
•    Outreach Materials: Create and distribute outreach materials through various channels including online media. Creation of project materials for community outreach and notification for events including for online media (email blasts, social media posts, YouTube), creation of dedicated event websites, materials for local media outreach (newsletter, newspapers, radio/TV), and grassroots outreach (distribution of flyers or other printed materials, creation and distribution of mailers); creations of surveys;
•    Event Participation: Identify and participate in cross promotion community events, host public meetings/workshops, and manage outreach campaigns.
•    Providing ongoing strategic advice on all areas that require the integration of communications and marketing, including community outreach and recruitment, and ADA compliance especially inclusive materials for individuals who are differently abled.
- Talent Acquisition/Buying Services
•    Acquire talent that meet department requirements for performances and other department special events.
•    Perform outreach to various talent agencies to research talent booking availability and book and contract with talent.
•    Ensure talent possesses and maintains all appropriate licenses, certificates and permits and follows all insurance requirements set forth by the venue and department.
•    Review all marketing/promotional materials to meet the goals of the talent and department.
- Event Management and Production including any services that take place in order to carry out production of a live event such as but not limited to DJ/MC services, production services, operation services, security as detailed below, comprehensive event logistics including snacks, beverages, audio/visual equipment, rentals, signage, and permits, providing event timelines, management of speakers, ticketing, concessions and hospitality services, and securing photography and film services as further detailed below:
•    Comprehensive Event logistics: Assist with the following for the special events.
o    Providing snacks and light beverages, audio/visual equipment, and event rentals including but not limited to tables, chairs, event space decor, stages, souvenirs wearables and giveaways (SWAG), tents, entertainment, portable toilets and hand washing stations for events.
o    Providing and installing event signage.
o    Securing event permits and other applicable clearances.
o    Producing timelines, run of shows, plot plans, and other logistical details.
o    Coordinating with department staff and other key stakeholders as needed.
o    Inviting, engaging, and organizing speakers and/or entertainment for the events.
o    Securing and providing photography and film, drones and videography production services as needed.
•    Manage Volunteer Coordination: Assist with volunteer recruitment and management for special events.
•    Entertainment and Music: Provide music, DJ/MC services and live entertainment options:
o    DJ Services: Provide music, special effects, and DJ services (preparing and playing of appropriate amplified music for an audience) for diverse events. Create appropriate playlists for various audiences including but not limited to young children, teens, families, seniors, government officials, etc.
o    MC Services: Provide MC (Master of Ceremonies) services for events, assist with event runs, and management and completion of equipment setup and breakdown including provision of all necessary equipment. 
o    Assist staff with the run of shows and/or introducing speakers, entertainment, announcements, etc.
o    Conduct and participate in pre-event meetings, as determined by department, to discuss details of services before events.
- Security Management and Staffing Services
•    Facilitation of planning and analysis of forthcoming events by department; which may include security dot maps, recruiting personnel, assessing site plans for potential weaknesses and emergency management protocols.
•    Facilitation of crowd control within the event site and traffic control of surrounding streets and neighborhoods.
•    Training staff with incident procedures specific for each event based on the event grounds.
- Stage, Sound, Lighting, and Visual Production Services
•    Management and staffing resources to build production elements including staging and audio-visual equipment on the event grounds.
•    Identify, provide, prepare, set-up, and program all necessary equipment required for the events based on the site plan and needs of the talent performing and event space requirements.
•    Acquire all necessary performance related staffing, including but not limited to, audio and visual engineers, lighting designers, et al.
•    Ensure all permits, rules, regulations, guidelines and ordinances are adhered to as per the request and guidance of governing agencies.
- Site Operations Management and Staffing Services
•    Facilitation of planning with blueprint designs of the entire scope of the event grounds.
•    Provision and presentation of all production elements in cad-specific drawings for certification and inspection procedures.
•    Management of the entire production process, including the load-in of perimeter fencing, safety platforms, staging, and all audio-visual equipment.
•    Provision of staffing resources, including skilled labor and technicians required to operate heavy machinery, telecommunications equipment, and more.
•    General management of all departments and their needs during load-in, the event, and load-out.
- Budget: $3,000,000.00

- Contract Period/Term: 3 years
- Mandatory Pre-Submission Meeting Date: September 10, 2025