Specifications include, but are not limited to: CD14 is seeking event managers/fiscal agents who can assist with city-sponsored events in the communities of CD14. Awardees will be responsible for event production and securing of services, review and pay invoices, and ensure all invoices comply with city policies and procedures. It is anticipated that each awardee will be covering approximately 10-20 events per year. Contractors will also provide event related services if they have the ability to do so themselves. Administrative ● Event production and management ● Review and pay invoices submitted for events ● Ensure all invoices comply with city policies and procedures ● Track all expenses for each event to ensure that spending is staying within the contract limits ● Submit requests to the City Clerk for payment ● Ensure that all information is provided to the City Clerk in the proper format and with all necessary documentation ● Reimburse for invoices within at least 30 days from approval ● Provide updated accounting documentation and information to the Contract Administrator (CD14) when requested Eligible Expenses Items eligible for reimbursement include approved expenses related to the production or management of a community event, but are not limited to, the following: ● Event management ● Talent such as DJs, music, or other forms of entertainment ● Decorations ● Food and beverages ● Event activities such as: ○ Photo booth ○ Face painting ○ Petting zoos ● Event novelties such as giveaways or other materials relevant to the event ● Event materials such as: ○ Hay for pumpkin patch ○ Snow for winter events ○ Flowers ○ Confetti Poppers ○ Plates, napkins, silverware and other materials needed for food and beverage distribution ○ Sound equipment, lighting, stage rentals, crews, and other items or personnel needed for safe execution of any events ● Restrooms and portable restrooms ● Promotional of events including social media posts, newspaper ads, or other news mediums designed to promote city-sponsored events ● Mailings/outreach materials ● Rentals ● Parking
