Keynote Events Services

The Vendor is required to provide keynote events that strengthen social connection, highlight artistic excellence, and celebrate the shared experiences of residents.
- Requirement:
1. Concept and curation
• Designing and producing a keynote event (live, hybrid, or virtual);
• Clearly defined theme tied to new haven’s cultural, social, or historical context
• Incorporating meaningful opportunities for community participation;
• Highlighting local artistic or creative contributors
• Identification of keynote talent and participating artists
2. Production management
• Venue confirmation (must be within new haven city limits)
• Permits, insurance, security, and technical production (AV, staging, lighting)
• Accessibility accommodations (ADA seating, interpretation, etc.)
• Coordinating with the department to ensure accessibility, safety, and logistical compliance
3. Community integration
• At least one participatory component (e.g., workshop, talk-back, panel, or collaborative installation)
• Demonstrated partnerships with local organizations, schools, or community groups
4. Marketing and outreach
• Outreach plan that includes:
o Grassroots and community-based promotion
o Digital marketing (social media, email, press)
• Materials must be accessible (multilingual where applicable)
5. Compliance and reporting
• Track and report:
• Attendance numbers
• Participant demographics (race and ethnicity, age range, zip code where possible)
• Description of community benefit, outcomes, and feedback
• Maintain receipts, invoices, and payroll records for all expenditures
• Funds must be used for eligible ARPA expenses only (no debt service, lobbying, or no programmatic overhead)
6. Post-event impact report (due within 30 days):
• Final attendance + demographics
• Narrative summary (1–2 pages)
• Documentation (photos, video, marketing materials)
• Budget vs. actuals comparison.