Events Management Services

The Vendor is required to provide event management companies to create and produce seven (7) 2nd Saturday events from October 2026 through April 2027.
- Events will showcase city-wide support and promotion of small and micro businesses and demonstrate arts being utilized as an economic driver and supporting local talent in all forms (artistic. Entrepreneurial, and otherwise) in a setting that is unique to downtown and local businesses.
- Create and produce events.
- Including but not limited to the following elements:
1. Procurement of artisans artists, crafters other micro businesses to bring a unique character to 2"' Saturdays.
• Multiple musicians on a weekly or event basis showcasing local or amateur talent.
• Submit suggested artists to city prior to booking for approval.
• Provide a monthly report to city within 14 days of final event.
2. Plan, coordinate and procure logistics for the event including but not limited to:
• Crowd management
• Ticket management (if needed)
• Traffic control (involved in planning phase)
• Obtaining liquor license (if needed)
• Securing logistical rental equipment - portable toilets. Barricades. Closure signs. Fencing, generators, portable light towers, tents, chairs, tables, etc.
3. Attend and support the city at each event
• Serve as the liaison between artists/vendors/musical entertainment and city while remaining on site during each event.
• Ability to provide onsite-staffing supervision during the entirety of every event.
• Provide a minimum of two (2) approved photo backdrops for social media promotion.
4. Risk management
• The city will provide general risk management oversight and recommendations from the city attorney's office.
• The city's claims coordinator's role is to manage the liability exposure to the city.
• Carry the appropriate liability insurance (as required by special terms and conditions).
5. Permits and approvals required
• The event manager shall obtain and comply with all necessary permits, licenses, approvals and deadlines from any applicable state, county or local agency.
• Permits for such event, include but are not limited to special event permit, fire permit, liquor permit, sales tax license; tent permit, generator permit, road closures, etc.
• Subcontractors must be a-verified.
6. Develop and implement marketing strategies and materials with the city
• Ability to update and maintain social media sites on a regular basis with new content.
• Drive marketing efforts through identifiable marketing conduits, including providing content for the city's channels.
• Provide photo backdrops for social media opportunities at all events.
• Coordinate graphic art, print and media requests through city arts and events department and office of communication.
• Make staff available for possible media exposure through office of communication.
• Create an advertising and marketing plan, such plan shall be subject to city approval and shall be implemented by the event manager.
• The city must approve all marketing materials prior to their distribution.
• All forms of event signage, marketing materials, and associated advertising shall recognize the city.
7. Plan, coordinate and sell including but not limited to the following:
• Sponsorships
• Event tickets
• Food vendors
• Beverages - alcoholic and non-alcoholic
• Specialty vendor booths
• Tickets for activities, if deemed necessary.