Seasonal Event Planning and Management Services

The Vendor is required to provide to conduct Seasonal Event Planning and Management Services.
- Seasonal events may attract several thousand attendees per week, depending on the event type, season, and programming.
- Shall plan, develop, and operate a series of seasonal, family-oriented agricultural and community-based events throughout the year.
- These events are intended to activate public space, promote community participation, support local economic activity, and provide recreational and educational opportunities for residents and visitors of all ages.
- Example of Seasonal Events:
• Pumkin Patch (required)
• Christmas Tree Lot (required)
• Easter Events
• Food Truck Events
• Farmers Markets
• Vendor proposed seasonal events
- Seasonal Agricultural and Retail Operations
• Provide seasonally appropriate agricultural products, plant materials, and seasonal goods and materials cultivated and/or sourced through the vendor’s operations or approved partners.
• Maintain all agricultural products, plant materials, displays, and related merchandise in a clean, attractive, safe, and marketable condition throughout the duration of each event.
• Provide support services, including product selection assistance, product preparation, packaging, loading, and other related services necessary to enhance the guest experience.
• Adjust product offerings, attractions, and inventory throughout the year to reflect seasonal themes, visitor demand, and community interests.
- Seasonal Themed Experiences and Programming
• The vendor shall design and implement immersive, rotating seasonal experiences that may include, but are not limited to:
• Themed decor and environmental design aligned with each seasonal activation.
• Interactive family-friendly activities and engagement areas suitable for visitors of all ages.
• Scheduled programming, special events, live entertainment, educational opportunities, and promotional activities designed to increase attendance and encourage repeat visitation.
• Unique amenities, attractions, and value-added experiences that enhance the visitor experience and distinguish the event.
- Community Engagement and Local Partnerships
• Prioritize and actively engage the use of local businesses, artisans, food vendors, performers, and community groups.
• Provide opportunities for local performers, artists, and cultural contributors to participate in seasonal events.
• Support community benefit initiatives such as donation drives or charitable activations aligned with event themes.
• Ensure programming is inclusive, accessible, and welcoming to diverse audiences.
• Demonstrate partnerships that support local economic activity and community engagement.
- Operations, Staffing, and Site Management
• Provide full operational staffing for setup, daily operations, guest services, and breakdown of each activation.
• Manage all necessary permits, insurance, and regulatory compliance.
• Oversee site layout, safety, cleanliness, and crowd management.
• Coordinate seasonal transitions between event activations, including installation and removal of themed elements.
• Provide all temporary infrastructure and site amenities necessary to support event operations and guest comfort, including, but not limited to, fencing, restrooms, handwashing stations, seating areas, lighting, waste and recycling receptacles, security personnel, traffic control measures, and other related facilities and services as required.