The City seeks proposals from qualified individuals, businesses or organizations (hereinafter “Management Organization”) to manage the city’s responsibilities in facilitating an annual event at the Salem Willows known as Negro Election Day or previously The Black Picnic to be held Saturday, July 19th, 2025. The Management Organization selected shall be responsible for collaborating with the City to facilitate this annual event. This event has occurred at the Willows since the 1700s and draws Black families from around the region, many of whom have been attending this event for decades. In general, the Management organization shall assist the city in obtaining necessary board approvals, coordinating city services prior to and on the day of the event, managing logistical issues and disputes that may arise, meeting with city officials on a regular basis, and designating one or more individuals from the organization as being responsible to city officials. Specifically, the management organization shall provide management during the event including load-in and load-out of vendors, working with city officials on the control of parking, coordinating speakers and entertainment for children and families which includes setting up performance areas with chairs, proper electrical hook-up and other logistical tasks. If vendors are proposed, tasks shall include preparing an application for vendors, selecting vendors, notifying vendors of selection and rules and regulations, and managing the arrival and departures of the vendors. If a beer tent is proposed, tasks include securing a vendor to provide local alcoholic beverages, applying for a license, setting up a secure tented area, and arranging for police detail.
