Event Coordinator Services

The vendor is required to provide event coordinator services to facilitate the planning, organizing, and executing of various city-sponsored events throughout the year.
- Event coordinator should have expertise in managing events that align with city goals and a demonstrated commitment to community engagement.
1. Event planning:
•    Event objectives and goals 
•    Budget estimates and financial reporting for each event
•    Venue selection and management 
•    Vendor and supplier coordination 
•    Logistics planning (including event support from city departments) 
•    Staffing (event volunteers and hired personnel) 
•    Marketing and promotional strategies 
•    Strategy to coordinate with local businesses and restaurants.
2. Event types:
•    Festivals 
•    Concerts and performances 
•    Community outreach and awareness events 
•    Cultural and seasonal celebrations
3. Event stipulations:
•    Black history month (February) or Juneteenth (June)
•    Hispanic heritage month (Sept/October)
•    Lighting of the tree and small business Saturday (November)
•    Winter cultural and seasonal celebrations (December)
4. Evaluation and reporting:
•    Evaluation of achieved objectives and goals
•    Financial assessment, including actual vs. budgeted expenses
•    Feedback collection from attendees and city officials
•    Recommendations for future events based on outcomes.
•    Meeting with city marketing team.

- Pre-Proposal Meeting (Non-Mandatory) Date: November 5, 2025
- Questions/Inquires Deadline: November 12, 2025