The City intends to contract with a full-service production partner experienced in community events who can deliver all aspects of event production, including, but not limited to, preproduction planning, financial management, technical production, artist coordination, and postevent management as outlined below. A. Pre-Production - Develop and present an overall event production plan and timeline. - Coordinate with City staff, vendors, sponsors, performers, and stakeholders as necessary. - Attend planning meetings with City staff as necessary. - Assist with site layout design and logistics mapping. - Obtain and maintain all required permits, insurance, and safety documentation. - Develop a detailed artist schedule and performance timeline in collaboration with City staff. B. Artist Engagement and Coordination - Serve as the primary point of contact between the City and all artists or their representatives. - Coordinate with artists, managers, and/or booking agents to confirm performance details, technical riders, hospitality needs, and schedules. - Coordinate transportation, lodging (if required), hospitality, and backstage management. - Oversee artist check-in, stage calls, and performance transitions. - Ensure all contractual requirements related to performance production and technical support are fulfilled. C. Financial Management - Manage all financial operations related to production services. - Develop and maintain financial reports tracking all expenditures and supporting documents for the City’s review. - Manage payments to subcontractors, suppliers, service providers and artists. - Ensure compliance with all applicable procurement and financial regulations. D. Production Services - Provide and oversee the installation of a covered performance stage appropriate for the event’s scale and performers.
