Meeting and Event Production Services

The Vendor is required to provide Meeting and Event Production Services for the County, a county-wide collective impact initiative, which works to advance arts education and creative youth development in public schools and communities.
- Each event, which will include:
•    Location or region in which the event will be hosted
•    Event date, time, and length
•    Hospitality needs
•    Other services and supplies
•    Presenters, speakers, and special guests
- Responsible for managing all aspects of the project, including but not limited to identifying, hiring, managing, and supervising any subcontractors and vendors who are brought on by Contractor, as needed, to implement project components, presenters, speakers, and special guests identified by County.
- Provide experienced event managers and coordinators to successfully deliver the services outlined in the program plan.
- Members of the Leadership Circle advisory committee engage with each other and with the community to uplift promising practices in arts education, network and build relationships, better understand and address community needs, and listen to community input on specific ideas or topics.
- Reimbursable Direct Cost Budget per Meeting/Event
•    Venue Budget: $1,000
•    Hospitality Budget: $1,000
•    Honoraria Budget: $1,200
- Creative Wellbeing Gatherings (3 Events)
•    Educators, mental health professionals, community partners, County staff, youth, and teaching artists are convened to share practices for supporting youth through arts-based, healing-centered engagement that promotes mental health and community wellness. Gatherings include opportunities for professional development workshops, peer learning exchanges, community building, reflective practices, and self- and community-care.
•    Meeting type: Facilitated, interactive
•    Event Length: 3 - 6 hours
•    Estimated Attendance: 50-120 participants
- Secure and pay all direct costs, fees, deposits, and honorariums outlined in the program plan.
- Meet with the Project Lead to review and finalize the Program Plan for each event.
- Develop and implement an outreach plan to secure diverse participants.
- Prepare materials for event promotion and registration using approved arts and culture logos and collateral.
- Manage and monitor event registration using an approved online registration system.