50th Anniversary Event Producer Services

The Vendor is required to provide for council’s 50th anniversary awards ceremony.
- The event will recognize the impact and legacy of the original founding members of the council, state artists, arts leaders, and arts organizations that have made a significant contribution to the cultural and civic life of our great state.
- The Event Producer will be responsible for the following:
•    Lead planning, production, and execution of the 50th Anniversary Awards Ceremony.
•    Collaborate with council’s staff and the council’s Ad Hoc 50th Anniversary Committee to translate the event’s vision into reality.
•    Serve as council intermediary to:
•    Process vendor payments, consultant invoices, and expense reimbursements.
•    Maintain detailed records of all transactions.
•    Provide interim and final expenditure reports to the council.
•    Collaborate with council to develop donation acknowledgement procedures.
•    Identify, secure, and manage subcontracts for bidders, including:
o    Venue (must allow alcoholic beverages)
o    Catering (nonalcoholic beverages and light appetizers)
o    AV/lighting technical support
o    Decor
o    Entertainment (MC, DJ, and live performers)
o    Security services, if needed
o    Janitorial/clean-up crew
•    Create and manage a detailed project timeline with milestones.
•    Facilitate design, distribution, and tracking of invitations and RSVPs.
•    Coordinate program flow, run-of-show, scripts, rehearsals, and staging.
•    Coordinate and secure awardees attendance (ground transportation, lodging, etc.). Airfare will be limited to economy class travel. Expenses for business class or first-class travel will not be reimbursed.
•    Manage event staffing (e.g., front of house, registration, stage manager).
•    Provide on-site management during the event, ensuring all elements run smoothly.
•    Participate in regular planning meetings with council and respond to feedback.
•    Deliver post-event wrap-up, including final report, photos, and metrics of success to include: number of invitations sent, number of RSVPs, and number of attendees in participation.
•    Troubleshoot problems in real-time to keep the show running smoothly.
•    Act as the central point of contact for parties involved.
•    Work collaboratively with event publicist.
- The event will be for 2 hours maximum. The venue rental shall not exceed 4.5 hours. The venue selected will need to be available before the event for set up and after the event for breakdown and clean up. In addition, the venue will need to be accessible the day before the event for a dry run of the event, walkthrough and technology review.
- The venue should have an event space separate from the public that is appropriate for an awards show or red-carpet event. 
- Event parking will be billed and reflected in the venue costs. 
- Valet parking services will not be reimbursed.

- Contract Period/Term: 2 year
- Bidder’s Conference Date: December 11, 2025
- Questions/Inquires Deadline: December 15, 2025