• Coordinate and work collaboratively with the Community Development Department for planning, media, and event execution o List the roles and responsibilities of the Operator and City staff • Participate in meetings to provide updates to the Community Development Department • Book and schedule all services to execute the event, including but not limited to: o Booking and procurement of bands, performers, entertainers o Procure all vendors, booths, and other activities o Ensure artists’ and performers’ contracts are executed prior to the event, and securing all permits, licenses, and required legal documents (if applicable) o Arrange all food and beverage vendors for the event, including securing all City and County permits and licenses o Food vendors, at a minimum, must have at least one dumpling-inspired item on their menu o Secure all applicable alcohol permits, licenses, and security necessary to ensure a safe environment o Ensure noise compliance o Prepare all sales, marketing, and promotional materials to be approved by the Community Development Department o Arrange for all event supplies, equipment, and rentals (e.g. tables, tents, porta-potties, waste management, custodial services) o Arrange all staging, audio, and lighting as needed, as well as other items as needed in conjunction with special events o Oversee all temporary structures, tents, facilities, equipment, and supplies o Hire adequate staff to be responsible for all aspects of the event (before, during, and after the event) o Provide adequate security for the event. The San Gabriel Police Department and Community Development Department will assist with determining the level of security needed for the event. This may include requiring the use of an approved outside consulting firm or use of Police Department resources. The cost of security is the responsibility of the selected Operator o Secure sponsorships for the event if desired o Manage all ticket sales and marketing o Coordinate and manage all seating, including general admission, premium, VIP, handicap, and other seating options o Day of sales operations o All other tasks needed to coordinate and supervise the Festival (before, during, and after the event) • Provide all financial and administrative services such as accounting, budgeting, purchasing, personnel, and contracting of outside services. This can be shared under the Costs Proposal (Attachment B)
