The vendor required to provide event production contractors to all necessary materials, supervision, labor, equipment, tools, permits, and transportation to deliver production services and talent buy (on an as needed basis).
- Development, planning, and procurement
1. Planning:
• Work collaboratively with the city to finalize the project schedule and detailed work plans with deadlines, key milestones, meeting strategy, and other deliverables.
• Conduct site visits to evaluate the event venue and make recommendations for setup, staging, lighting, and sound systems.
• Provide recommendations for the design of the stage, backdrop and other visual elements of the event.
• Participate in and schedule regular meetings (in-person and online) with the city and its partners.
• Develop agendas, take notes and track action items. Provide regular written and verbal updates to the city as requested.
• Development of the site layout and map in coordination with city staff.
2. Artist management, marketing and publicity support:
• The artist agents to gain approvals for city designed and created press releases, social media content, and other marketing elements as required.
• They will facilitate the collection of biographies and photos from artists for use in marketing.
• They may also be asked to help facilitate media interviews with artists.
• Arrange entry visas as necessary for foreign performing artists and their entourage; coordinate transportation, accommodation and hospitality requirements.
• Collects and remits to the city all electronic press kits for artists.
3. Vendor management and equipment rental:
• Work with various vendors to solicit, negotiate and finalize all rental contracts.
• Ensure all materials, products, and purchases are approved by the city and that all event-related purchases are delivered to the appropriate location in a cost-effective and timely manner.
• Rental equipment may include but is not limited to:
o Heavy equipment (forklifts, boom lifts, golf cart and gators),
o Lighting,
o Production trailers and temporary dressing rooms,
o Live video with two screens; and
o Audio equipment.
- Event execution:
1. Event set-up and breakdown:
• Provide on-site management and staffing for the event, including stage managers, production assistants, lighting and sound technicians, and other necessary personnel to coordinate the set up and breakdown and removal of all equipment and staging.
• Oversee the delivery, installation and operation of all rentals and materials, including the rental equipment a limited timeframe.
• Provide all rental equipment and machinery necessary for the event set up. Coordinate the delivery and staging of all materials including coordination of venue “load-in” and “load-out”.
• A production schedule will be required with site activity timing to ensure that the contractor coordinates working hours on site and adheres to city noise or sound abatement bylaw requirements.
2. Production equipment:
• Light sources;
• Microphones;
• Speakers;
• Live video with two projection screens;
• Audio mixers and signal distribution boxes;
• HDMI converters;
• Backline instruments; and
• Rigging
3. On site artist management:
• The liaison between production and the artists; arrange for artist transportation between the airport, the hotel and the festival site including the artists’ arrival at least 60 minutes prior to their assigned sound check.
4. Hospitality rider:
• Talent management and city staff to ensure that all city-reviewed and approved artists’ hospitality riders are met.
• This includes the purchase of necessary food and beverage items, preparing artist trailer spaces, and arranging meal buy-outs on an as-needed basis.
5. Hospitality rider:
• Talent management and city staff to ensure that all city-reviewed and approved artists’ hospitality riders are met.
• This includes the purchase of necessary food and beverage items, preparing artist trailer spaces, and arranging meal buy-outs on an as-needed basis.
6. Merchandise sales:
• Talent management to ensure that pre-approved merchandise sales take place during the event.
• This includes arranging staffing and point of sale infrastructure necessary for merchandise sales to take place.
• This will also require some coordination with the community stage coordinator to ensure that all performing artists on site have the opportunity to sell their merchandise.
• Also be responsible for communicating and collecting a 10% commission of merchandise sales to be paid to the city.
- Contract Period/Term: 5 years
