Fall Event Production and Operations Services

The Vendor is required to provide will design, produce, and operate a fully turnkey fall event will serve a broad audience and operate during the fall season.
- Event requirements
•    Provide a cohesive, high-quality fall-themed experience suitable for a public garden setting 
•    Provide an event concept that is family- friendly and appropriate for a wide range of ages 
•    Operate a multi-week event within the fall season, occurring between mid-September to November 1st, with final dates and schedule to be proposed by the contractor and approved by the district 
•    Propose operating days and hours that align with anticipated attendance and seasonal conditions 
•    Provide all event infrastructure, including lighting, structures, displays and equipment required for operation 
•    Provide all staffing, security, ticketing, and guest services necessary to operate the event 
•    Coordinate event layout, operations, and scheduling of event dates with center
•    Comply with all required deadlines, including submission of permits, contracts, and other documentation to the district 
•    Manage event attendance within established capacity limits to ensure public safety, including considerations for pedestrian and vehicle flow, parking, and emergency access 
•    Demonstrate the ability to scale operations based on attendance and peak times 
•    Implement appropriate safety protocols and traffic management measures, and provide updates to the district regarding anticipated and actual attendance 
•    Hudson gardens has limited on-site facilities and infrastructure that may be available for use; however, contractors should plan to provide the primary infrastructure needed to support their proposed event.
- Site and operational considerations
•    Utilize the areas identified in exhibit a as the designated event footprint for all event activities 
•    Design and operate the event in a manner that complements ongoing rentals, programs, and activities occurring in other areas of center
•    Coordinate all event layout, operations, and scheduling with center staff 
•    Plan for parking and traffic management to support event attendance, including coordination with surrounding businesses as needed, recognizing that on-site parking is limited and off-site solutions may be required 
•    Obtain all necessary permits, licenses, and regulatory approvals required for the event 
•    Ensure that all event operations align with applicable safety standards and operational requirements
- Site amenities and available facilities
•    A small building with multiple rooms that may be used for office, storage, or operational support. 
•    A pavilion tent structure that may be utilized for merchandise, concessions, or other event- related uses 
•    A designated dirt lot area that may be used for loading, staging, and trailer parking
- Vendors, concessions and partnerships
•    Identify, manage, and oversee all third-party vendors and partners associated with the event 
•    Include food, beverage, alcohol service (if proposed), and merchandise operations 
•    Ensure all third-party vendors comply with center policies and receive prior approval from the district 
•    Remain fully responsible for the agreements, performance, and compliance of all vendors and subcontractors
- Installation and strike requirements
•    Coordinate all installation and setup activities with center
•    Complete event operations no later than November 1 st 
•    Complete full strike and removal of all event materials within approximately two weeks following the final event date, unless otherwise approved by the district 
•    Coordinate strike activities with center and other production partners preparing for city holidays.
- Financial and reporting requirements
•    Operate under a multi-year agreement
•    Provide a proposed rental fee structure, and any revenue-sharing model or attendance bonus structure, if applicable
•    Provide a ticketing strategy and pricing approach
•    Maintain accurate financial records
•    Provide sales and attendance reporting to center as specified in the final agreement
•    Be responsible for all applicable taxes.