Executive Production and Event Management Services

The Vendor is required to provide executive production and event management services for the end-to-end management and execution of the event, including but not limited to:
- Executive production and event management:
•    Central point of contract: function as the central point of contract under the direction of council district 6, ensuring all vendors, media entities, city departments, and operational partners function within a unified framework. 
•    Ceremonial audio: producing ceremonial audio for welcoming remarks and councilmember speeches, ensuring redundancy systems are in place. 
•    Media partner integration: this event requires strict technical integration with a separate media partner. 
•    The producer must provide clean audio feeds, camera sightline protection, and a joint run-of-show alignment for the broadcast. 
•    VIP design: designing and executing the VIP area, including tenting, décor, furniture, and credentialing systems for 400-700 guests. 
•    Site activation: managing a multi-zone footprint including city hall steps (main stage), Spring Street (viewing and activations), south lawn (VIP), Grand Park (marketplace), and the city lot (food trucks and production). 
•    Vendor operations: managing load-in, power distribution, waste management, and strike schedules.
- Vendor sourcing and talent acquisition:
•    Vendor payments: ability to pay third-party vendors (e.g., face painters, rental companies, performers) directly and immediately. 
•    Advance funding: capacity to pay vendors timely and await reimbursement from the city upon submission of approved invoices. 
•    Budget transparency: maintenance of a preliminary line-item budget (hot budget format preferred) with clear above-the-line and below-the-line (ATL/BTL) categories.
- Legal compliance and various safety measures:
•    Emergency action plan (EAP): develop and submit a comprehensive EAP including evacuation routes, medical protocols, and communication trees, subject to fire marshal and city approval. 
•    Crowd safety: design and implement a crowd flow and security strategy for an estimated 10,000 attendees.
•    Medical support: coordinate emergency response with a medical vendor (minimum 4 emergency medical technicians (EMTs)). 
•    Insurance management: in addition to being compliant with the city’s minimum insurance requirements, the contractor will also collect, verify, and manage certificates of insurance (COIS) from all vendors and talent participating in agency.