The Vendor is required to provide expert guidance and support in the planning, coordination, and execution of large-scale and high-profile public events.
- The consultant must demonstrate a proven track record in managing large-scale public events, including detailed planning and the ability to provide strategic solutions in response to complex challenges.
- Provide experience facilitating discussions and meetings with business and residential advisory committees.
- Awareness of Quality-of-Life Variables for Residents and Economic Growth:
• Conduct a comprehensive analysis of how the event(s) will impact the quality of life for local residents, addressing concerns about noise, crowding, parking in residential neighborhoods, traffic congestion, and disruption to daily life.
• Develop strategies to mitigate negative impacts on local businesses and encourage business engagement with the event to foster economic growth.
• Provide recommendations to ensure that the event contributes positively to the local economy, such as through increased tourism, vendor opportunities, and business partnerships.
• Incorporate feedback from working groups consisting of residents and local businesses in shaping event plans and strategies.
- Public Safety – Event Safety Plan:
• Develop a detailed, comprehensive safety plan for all aspects of the event, ensuring the well-being of guests, residents, and event staff.
• The plan should include risk assessments, emergency response procedures, crowd control measures, medical facilities, and coordination with local law enforcement and emergency services.
• Identify necessary safety personnel, including security staff, medical responders, and crowd management professionals.
• Provide guidelines for public communication regarding safety, including signage, announcements, and staff training.
- Traffic Planning and Management:
• The consultant will develop a detailed traffic plan that addresses the following areas, incorporating input from working groups:
1. Pedestrian and Street Safety:
2. Plan pedestrian pathways and crossing points to ensure safety and ease of access for attendees, taking into account foot traffic, local residents, and businesses.
3. Develop crowd management protocols for areas with heavy pedestrian traffic.
4. Shuttle Transportation In and Out of Town:
5. Analyze existing shuttle services to transport attendees to and from key locations, ensuring that routes and schedules are efficiently planned to minimize delays and congestion.
6. Identify satellite parking lots for future shuttle operations.
7. Make recommendations on improvements to shuttle services.
8. Sightseeing Routes:
9. Analyze and manage the integration of sightseeing train, horse-drawn carriage, or other tour provider routes into the event’s traffic flow. Ensure that tours can operate smoothly while avoiding conflicts with pedestrian or vehicle movement, working closely with franchise operators. Work closely with existing tour companies to incorporate their experience and feedback.
10. Transient Traffic Flow:
11. Develop strategies to manage transient traffic through and around the event area, ensuring minimal disruption to residents, businesses, and general traffic patterns.
12. Provide clear signage, detours, and traffic management measures to ensure smooth traffic flow and minimize disruptions.
- Public Restrooms:
• Analyze existing restroom inventory and make recommendations on additional permanent facilities.
• Conduct a study to determine the number and location of portable restrooms required for the event based on the expected attendance and event duration.
• Ensure that restrooms are strategically placed in areas of high foot traffic, ensuring convenience and access for all attendees.
• Recommend appropriate staffing levels for restroom facilities to ensure cleanliness, restocking of supplies, and general maintenance.
• Develop a waste disposal plan for the restrooms, ensuring that facilities are properly serviced and maintained throughout the event.
- Solid Waste Management and Trash Receptacles:
• Analyze existing solid waste systems and receptacles.
• Assess the number and placement of trash receptacles required for the event to ensure adequate coverage across the event site.
• Develop a waste management plan that ensures proper disposal, sorting, and recycling of waste, including food waste, event materials, and general refuse.
• Recommend staffing levels and equipment to ensure regular waste collection, cleaning of trash receptacles, and disposal of refuse.
• Ensure that all waste is collected in a timely manner, with daily cleaning of the event areas and trash pickup before, during, and after the event.
• A comprehensive report detailing the safety, traffic, and waste management plans, including maps, timelines, and logistical considerations.
• A final safety plan document that includes emergency protocols, staff roles, and other essential safety information.
• Recommendations for business engagement strategies and methods to enhance local economic growth.
• Post-event analysis report including evaluations of logistical operations, feedback from stakeholders, and any issues faced during the event.
• Draft update to the city mobility plan to include satellite parking, shuttles, pedestrian areas, transit lanes, bike lanes, etc., in support of event planning.
- Contract Period/Term: 3 years