Specifications include, but are not limited to: 1. Pre-Event Planning: a. Conduct a detailed needs assessment for each event to identify specific requirements, objectives, and preferences. b. Develop a comprehensive event plan outlining timelines, milestones, and responsibilities. c. Coordinate with relevant city departments, stakeholders, and vendors to ensure all necessary permits, licenses, and approvals are secured. d. Develop and manage a budget for each event, providing regular updates and recommendations to ensure cost-effectiveness. 2. Logistics and Coordination: a. Secure and manage all necessary vendors, including but not limited to catering, entertainment, security, and transportation. b. Coordinate event logistics, including setup/breakdown, participant registration, and traffic management. c. Collaborate with city agencies to ensure the smooth flow of events and compliance with all local regulations. 3. Marketing and Promotion: a. Develop and implement a comprehensive marketing and promotional strategy for each event. b. Utilize various media channels, including traditional and digital platforms, to maximize event exposure and attendance. c. Coordinate with city communications team and local media outlets for coverage and promotion. 4. Sponsorship Acquisition: In recognition of the importance of corporate partnerships, the selected firm shall, upon request, actively pursue and secure sponsorships to support the financial aspects of the events. Responsibilities include: a. Identification and outreach to potential sponsors aligning with the ethos of each event. b. Development of sponsorship packages outlining benefits and recognition opportunities. Negotiation and agreement on sponsorship terms and deliverables in consultation with city personnel. d. Implementation of sponsor visibility during the events. e. coordinate with any city personnel who are assisting with sponsorship acquisition. 5. On-Site Management: a. Provide on-site event management and coordination, including troubleshooting and resolving any issues that may arise. b. Ensure the safety and well-being of participants and attendees throughout the events. c. Manage all aspects of event production, including sound, lighting, and stage management. 6. Post-Event Evaluation: a. Conduct a thorough post-event evaluation to assess the success of each event and identify areas for improvement. b. Provide a detailed report with recommendations for future events.
