Turnkey Event Production Services

The Vendor is required to provide event production firms to provide a comprehensive, turnkey agency event experience on October 10, 2026.
- Provide to plan, coordinate, and execute a high-quality, community-centered agency celebration that reflects the character of Village and delivers direct benefit to local businesses.
- The selected event producer will be responsible for all aspects of event execution, including logistics, vendor coordination, entertainment, menus, decor, and interactive programming.
- Food and beverage preparation/service will be provided by the telluride conference center staff.
- Town staff will be available for support and questions; however, the expectation is that the hired firm will independently research and manage all event details while adhering to the established budget parameters.
- Objectives
• Create an authentic, memorable agency experience for residents, visitors, and local business community.
• Directly benefit local businesses through intentional, coordinated partnerships and activations.
• Offer a diverse and inclusive event experience with both a seated dining component and an outdoor beer garden.
• Showcase interactive programming, entertainment, and traditional German culture throughout the event day.
• Execute within the established budget while maximizing event quality and community impact.
- Event Planning & Coordination
o Serve as the primary event producer, managing all logistics from planning through post event wrap-up.
o Collaborate closely with the agency conference center staff to ensure seamless venue coordination, setup, and operations. This also includes collaboration on food & beverage offerings and beverages.
o Develop and execute a comprehensive event plan including timeline, staffing, vendor management, permitting, security, crowd management, and contingency planning.
o Independently research all operational details; town staff will be available for support but are not expected to manage event logistics.
o Manage all ticketing operations, sales systems, and attendee registration processes. Note that the town will work with the event organizer in setting the final ticket price.
- Décor, Equipment & Supplies
o Provide all event decor consistent with traditional agency aesthetic, including but not limited to tents, banners, signage, table settings, and themed decorations.
o Supply traditional German steins, serving equipment, and all food and beverage service items.
o Provide all games, props, and equipment needed for interactive activities and programming.
o Utilize existing tables, equipment, and accessories that the town purchased for the 2025 agency event. This includes:
• Yellow, teal and navy tent drape and rigging kit for a 40x60 ft. tent
• 50 beer hall tables and benches
• ~350 steins
- Food & Beverage
o Coordinate with telluride conference center staff to curate a diverse food and beverage offering with authentic German flair, including traditional dishes, craft beer options, potential wine or cocktail options, and non-alcoholic options.
o Design and manage both a seated dining experience and an outdoor beer garden with distinct atmospheres.
o Design and manage a family friendly / kid-oriented aspect of the event.
o Ensure compliance with all applicable alcohol licensing, food safety, and health regulations.
o Assist town staff with all necessary documents and information to include in any liquor license application, attend the licensing hearing if requested, and take primary responsibility to comply with all liquor license requirements.
o Accommodate dietary diversity within the menu offerings where feasible.
- Entertainment & Interactive Programming
o Hire and manage a traditional German brass or oompah-style band to perform throughout the event.
o Develop a schedule of interactive events and activities for attendees of all ages (e.g., stein holding contests, German games, and dancing, cultural demonstrations), potentially establishing a partnership with telluride theatre.
o Provide a detailed entertainment and programming itinerary as part of the proposal.
- Local Business Collaboration
o Develop and present a proactive plan for partnering with village businesses in event execution to maximize direct benefit to our local businesses.
o Prioritize local vendors, suppliers, and service providers wherever possible.
o Demonstrate how the event will generate direct economic benefit to participating businesses (e.g., vendor booths, promotional tie-ins, cross-promotional marketing).
o Serve as the primary point of contact for all business partnerships and coordinate directly with those businesses.
- Regional Marketing and Sponsorships
o Develop and execute a regional marketing and communications campaign designed to position the event as a premier fall destination experience for both visitors and local/regional attendees.
o Work with the town’s PIO and board on website and landing page content coordination
o On-brand creative direction and messaging consistent with village destination brand standards.
o All sponsorship opportunities and sponsor recognition materials shall be subject to town approval.