Event Planning and Production Services

The Vendor is required to provide comprehensive event planning and production services on an as needed basis.
- Services must encompass all aspects of event delivery, including conceptualization and design, cultural curation, event production and execution, comprehensive vendor/talent management, and robust financial and risk oversight.
- Services of a proven, experienced firm to provide full-service, large-scale event planning and production services.
- Event Strategy & Design
•    This category covers the conceptualization, artistic curation, and detailed blueprint development.
•    Concept development: collaborate with city staff to conceptualize creative themes, formats, and desired outcomes.
•    Venue & talent identification: identify suitable venues (city-owned or non-city owned) and performers that align with the overall concept.
•    Design & layout: facilitate planning by creating blueprint designs of the entire scope of the event grounds. Provide event design mockups and present all production elements in cad-specific drawings for review and approval by the city.
•    Project coordination: for the duration of the event planning and production process, the awarded firm will attend regular planning meetings with city staff and partners, and maintain a centralized project timeline and deliverables tracker.
- Logistics & Production
•    Event Work Plan Development: Create a comprehensive work plan for each Event. This plan must detail all required elements including: venue requirements, event timeline, staffing/vendor needs, equipment/rentals list, talent acquisition plan, permitting plan, and the security plan/Emergency Activation Plan.
•    Event Logistics & Site Management: Source, implement, and oversee all necessary production elements, including:
o    Sourcing and set-up of all equipment and rental items (audio/visual, electrical, lighting, tables, chairs, perimeter fencing, portable toilets, tents, etc.)
o    Coordination and management of the entire load-in and load-out process c. Overseeing all requirements of coordinating with the venue, which may include City-owned and non-City-owned locations
o    Management of the ticketing process and procedures
o    Design and placement of signage
•    Hospitality & Concessions: Source, set-up, and manage Concessions and Hospitality services for Event patrons and the staff/volunteers working the event.
•    Marketing Review: Review all City-generated marketing and promotional materials to ensure they are aligned with event goals, target audiences and talent requirements.
- Talent Acquisition & Management
•    Talent Search & Booking: Identify talent (i.e., artists, performers, DJs/MCs, cultural partners) and present them to the City for review and approval prior to booking.
•    Contracting: Book and contract with talent, negotiating the contractual fee and rider with prior review and approval by the City.
•    Rider Fulfillment: Fulfill talent contract rider provisions, including coordinating among multiple agents, managers, and technical support (lighting, sound, rigging, stage plots).
•    Compliance: Ensure all booked talent maintains required licenses, certificates, permits, and insurance requirements, as directed by the City.
- Staffing & On-Site Operations
•    Personnel Provision: Provide all necessary staffing resources, including skilled labor and technicians required to operate machinery and telecommunications equipment, at a minimum.
•    Staffing Plan: Develop a comprehensive Staffing & Volunteer plan for both consultant crews and City coordination.
•    Day-of Management: Develop a day-of-event operations plan and escalation tree.
•    Coordinate with security services prior to and throughout the event.
•    On-Site Oversight: In conjunction with City staff, provide real-time, onsite oversight and general management of the entire event and ensure all issues are addressed immediately.

- Contract Period/Term: 1 year
- Non-Mandatory Pre-Proposal Conference Date: October 9, 2025
- Questions/Inquires Deadline: October 13, 2025