Downtown Event Services

The Vendor is required to provide event planners or event planning firms to assist with planning, coordinating, and executing downtown events on an as-needed basis.
- The selected event planner will work directly with the Downtown Manager and coordinate with City departments, vendors, volunteers, and event participants as needed.
- The City anticipates needing event planning support for the following signature downtown events:
• Celebration of Lights — annual holiday event that may include the Christmas Village, vendors, entertainment, tree lighting ceremony, parade coordination, volunteer coordination, signage, parking, public safety coordination, and event-day logistics.
• Food Truck Frenzy — downtown event featuring food trucks, vendors, entertainment, and community activities.
• Shop and Stroll — downtown promotional event designed to encourage shopping, dining, and foot traffic at downtown businesses.
- Services:
• Develop event concepts, themes, timelines, and event plans.
• Coordinate vendors, participants, entertainers, volunteers, and service providers.
• Assist with event layouts, setup plans, signage, and event-day logistics.
• Coordinate with City departments regarding public safety, parking, road closures, vendor access, and cleanup.
• Manage event flow and run-of-show.
• Provide all contractor staffing needed for setup, event-day coordination, and post-event follow-up.
• Provide a short post-event summary report to the Downtown Manager.
• Complete all work within the approved event budget and City requirements.