Concert Promotional and Management Services

The Vendor is required to provide comprehensive concert programming, promotion, and management services for either a single concert event or a four-to-six-month concert series, or both, at the university’s and city’s discretion.
- Services will include planning, execution, financial oversight, and compliance with all applicable laws, regulations, university policies, and city requirements.
- Event operations:
•    Event and production management. 
•    Box office operations.
•    Responsible for providing all equipment necessary for the event and for all event setup and breakdown activities, including but not limited to staging, seating, lighting, and barricades.
•    Responsible for post-event cleanup and waste management services, including providing adequate garbage receptacles and conducting complete debris removal within twenty-four (24) hours following the conclusion of the event.
•    Responsible for concert parking enforcement with applicable costs included with the proposal.
•    The university scheduling office to ensure that events are scheduled around existing university events such as homecoming, commencements, open houses, festivals, and student life events.
•    The scheduling office regarding space reservations for events on campus and ensure that appropriate insurance certificates are provided, including the university as an additional insured party for all events.
•    The event contractor is responsible for all contracted services for the event and for processing payment for services promptly to support vendors.
- Artist recruitment and programming:
•    Responsible for recruiting and identifying performers for either a single concert event and four-to-six-month concert series to be held between April and October, as determined by the joint commission.
•    All performers should promote a family-friendly environment, and demonstrate responsible behavior related to language, alcohol use, drug-free conduct, and respect for facilities, staff, and patrons.
•    Propose performers they intend to recruit or book and review those proposed performers with the joint commission for approval prior to confirming artists' bookings.
•    Provide a detailed programming vision outlining the proposed booking strategy, scheduling approach, and overall event concept.
•    Their financial model for artist booking, including but not limited to advancing artist deposits and guarantees, underwriting artists' fees, and assuming financial responsibility for artist compensation.
•    Programming should appeal to a broad audience and may include, but is not limited to:
o    Genre-based programs (e.g., indie rock, hip-hop, country)
o    Family-friendly concerts
o    Artist tier concepts: emerging artists and national touring acts
- Ticket pricing and fees:
•    Ticket pricing tiers for the concert event and concert series. 
•    All ticket prices, services fees, convenience fees, processing fees, discounts, and other charges associated with ticket sales will be subject to review and final approval by the university prior to public release.
•    Ticket pricing: the contractor should offer discounted ticket pricing for university students and may also provide discounts to high school students and seniors.
- Marketing and promotion:
•    Provide comprehensive marketing and promotional services for the concert event and concert series.
•    The offeror will clearly outline the marketing strategy, target audiences, promotional channels (including digital, social media, print, and media partnerships), and timeline.
•    When utilizing logos in marketing materials, the offeror will be required to coordinate with the appropriate agency regarding branding guidelines.
•    Alteration of branding and logo is strictly prohibited.
- Event management and staffing requirements:
1. Event production oversight:
•    Coordinate logistics, equipment, sound, lighting, staging, and staffing
•    Collaborate with university, city, and third-party vendors.
•    Provide professional on-site and off-site management
•    Appoint an on-site event manager for each event.
2. Financial and administrative support:
•    Provide financial data for budgeting and cost management.
•    Submit transparent financial reporting, including artist fees and production costs.
•    Support sponsorship identification or revenue-generating opportunities, if applicable.