Event Production Services

The Vendor is required to provide event production service to provide expert event planning, promotion and management for the university bike ride fundraising event planned for the fall 2027.
- Production
•    Manage and execute all site planning components including but not limited to site surveys with university, staff, contractors, host venue(s) and regulatory agencies, design layout logistics of tenting supplies, electrical power and material distribution, parking, participant staging, start and finish line area and post event celebrations. 
•    Design and manage site maps including but limited to start and finish area, staging, participant and staff parking, shuttle pick up and drop off areas, vendor loading and unloading, entertainment staging, police/ems/fire staging, water and rest stops, cheer areas, registration, restrooms, sponsor and media tents and post event celebration areas.
- Event operations
•    Manage all components of event transportation including but not limited to securing identifiable vehicles needed for hotel and venue shuttle service, creating shuttle service schedule, assigning staff to vehicles while providing waivers for drivers to sign and gas cards.
•    Planning support needs with staff to secure the appropriate number of hotel rooms. 
•    Facilitate and coordinate with staff including but not limited to the hiring of staff and all administrative components of such, negotiate staff rates, provide detail job descriptions and conduct staff meetings. 
•    Provide venue management including all components of planning, technical management, support and fulfillment, organizing and production at the venue.
- Sponsorship development, support and fulfillment
•    Oversee the planning and production of all signage. 
•    Facilitate and coordinate operational support for sponsors and donors at the event including but not limited to tenting supplies, electrical power and material distribution and parking. 
•    Oversee the planning and execution of any ancillary events such as pre and post celebration dinners or appreciation celebrations.
- Volunteer and local organizing committee management
•    Oversee the management of sag and rest stop volunteer drivers to enhance the support for university and ensure all drivers are aware of their duties prior to the event.