The vendor is required to provide to obtain a single vendor to plan, organize, and coordinate the annual agency on the designated parade route January 19, 2026.
- Event Planning and Coordination:
• Develop multiple points of interaction for the parade, creating opportunities of engagement for the parade marchers, volunteers, and relationship of city office.
• Develop a comprehensive parade plan including route logistics, staging areas, and participant guidelines.
• Coordinate with local law enforcement, emergency services, and other relevant agencies.
• Secure necessary permits and approvals.
- Marketing and promotion:
• Create promotional materials (flyers, posters, social media content) to raise awareness about the parade within the total budget.
• Engage with local media outlets to promote the event and invite volunteers from a wide range of backgrounds, including but not limited to different ethnicities, genders, ages, abilities, and socioeconomic statuses.
• Coordinate with city marketing for promotional materials.
- Logistics:
• Arrange for parade floats, bands, and other participants.
• Coordinate traffic control and crowd safety during the parade.
• Provide restroom facilities along the route.
• Coordinate meals, transportation, and hotel accommodations for the band.
- Budget management:
• Develop a detailed budget, including expenses for permits, security, entertainment, and logistics.
• Monitor expenditures and stay within the allocated budget.
• Ability to provide up to 150 volunteers to organize, execute, host, and support.
• Volunteers must be representative of a diverse community.
• Ability to secure hotel rooms enough to cover the housing for multiple marching bands and guest.
• Ability to organize minimally 50 parade floats.
• Capacity to provide extensive hospitality including up to 3000 meals over three days.
• Contractor shall maintain minimum qualifications as stated in proposal for the term of agreement.
- The budget for the 2026 parade is $230,000.
- Contract Period/Term: 1 year
- Pre-Proposal Meeting (Non-Mandatory) Date: April 8, 2025
- Questions/Inquires Deadline: April 15, 2025