Specifications include, but are not limited to: A. Communications, Tracking & Reporting The event management company will work closely with the City’s Special Events and Communications division, the city-selected public relations & marketing partner, restaurants, and all other city-selected vendors to ensure timely execution of tasks preevent, in event and post-event. It is the role of the Event Management company to serve as a project manager and successfully communicate and track timelines between all vendors and partners to report to the City for updates and feedback. 1) Be familiar with previously completed Taste of Alpharetta events. 2) Provide an event timeline to Recreation Services to be used for all event logistics and planning and meet with Recreation Services on a regular basis to keep City updated on event planning progress. 3) Coordinate with Recreation Services to identify and secure the event footprint, finalize site plan, schedule, budget, staffing needs, and develop implementation plan with timeline. 4) Serve as the liaison between participants, vendors, public, and Recreation Services staff prior to, during, and following the event to ensure that facilities, equipment, physical setup and breakdown, and staffing provided meet the requirements of the event and all contractual agreements. 5) Work closely with Recreation Services team and Public Safety team on road closures, site issues, load-in and load-out schedule of all vendors. Additionally, work to develop a plan of action for emergencies and adverse weather conditions, including how to communicate the plan to citizens and vendors. In case of emergencies, make or arrange for last minute adjustments, such as, but not limited to, rentals, staff, or layout. 6) Track marketing deadlines and ensure public relations and marketing partner, Alpharetta Convention & Visitors Bureau (ACVB), has all necessary and accurate information in a timely manner to build marketing collateral and create content schedule. 7) Provide copywriting as needed for collateral, website, and social media outlets, etc. 8) Adhere to social media posting schedule determined by ACVB and respond to questions from the public via social media (Facebook & Instagram), escalating when needed. 9) Identify signage needs and provide solutions for clear, directional information for onsite navigation. Develop signage plan with production schedule 60 days prior to the event and guide City-selected graphic designer in collateral creation. After City gives final approval, send collateral to City-approved printer and ensure receipt. 10) Ensure that all props, decorations, signage, and equipment are installed in the correct locations and safely secured with proper weights or other appropriate safety measures. Return Recreation Services property to designated storage facility post-event. 11) Include a day-of schedule mapping set up and breakdown with road closure and reopening times to the Recreation Services team no later than 10 weeks prior to the event. 12) Collect attendee, restaurant, and sponsor feedback post-event. Meet at a mutually agreed upon time to evaluate the success of the event and discuss any necessary changes to processes or procedures to further improve the event. 13) Selected company may describe themselves as event management company in all printed material, media materials and web-based sites. Recreation Services must approve other forms of recognition. B. On-Site Staffing Source, train and manage all on-site staff representing the event assisting with event set up, load-in, load-out, parking, and ticketing. The staff listed below may be provided by the Event Management company or sub-contracted at the expense of the selected company. 1) Implement a street team to distribute printed promotional materials to local businesses and residents at least one (1) month prior to event. 2) Conduct pre- and post-event walks of the venue to identify safety issues or damage to the area and send a report to the City. Prepare the event site for vendor load-in by executing tasks, such as tent marking and booth labeling. 3) Open and secure event footprint and facilities pre- and post-event (e.g., unlock restrooms, check supplies, order cleaning, etc.). Event site and surrounding areas affected by the event should be left cleaner than prior to the event. 4) Manage staffing for on-site set up and dismantling of event signage before and after the event. 5) Produce and operate a minimum of five (5) ticketing/information booth locations across the event site. Schedule and train personnel to handle cash and credit card transactions through the City-selected digital ticketing platform. City will provide basic tables, tents, chairs, and header banner for ticket booths. 6) Provide and manage a minimum of 12 on-site staff to direct restaurant, vendor and sponsor load-in. Radios or other method of communication between key locations must be provided by event management company. 7) Provide and manage a minimum of two (2) on-site parking monitors for specially designated parking areas. Monitors will post “lot full” signs when decks are full. 8) Provide a minimum of two (2) trained staff to set up a merchandise booth and sell onsite.
