Item 16 - Agreements for Entertainment Promoter for City Special Events

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In collaboration with the city, we establish a calendar for the project meetings to create consistency in the progress of the work. Additional meetings may be scheduled as the event nears. The Project Manager and one additional ARAS team member are scheduled to attend the meetings. We are transparent with communications and require two team members to attend meetings to ensure communication flow is solid and always have a back up to support the event. The base of our work begins with conceptualization, event timeline, budget, event goals, emergency plan, target audience, venue walkthrough, and procure event vendors (food, beverage, audio/visual, and equipment rentals for quotes and price negotiation), program participants, and entertainment needed. This includes fencing rentals, trash management, sanitation, and generators as needed for the event. We provide creative direction, ideas and recommendations for event layouts, designs, and present technical and/or creative ideas to enhance and/or refresh for a better experience. Decor is important to bring the design to life and recommendations to transform a space or create a wow factor for attendees. This may include visual displays, props, visual artists, signage, florals, and lighting. Manage project aspects to include production team, volunteers, theme, and decor. We oversee coordination of the program, entertainment line-up, and work to mitigate problems throughout the process and before the event, as much as feasible. We prepare and share the production logistic schedule with the city. We use technology to improve efficiency and use the platform to upload key information such as production schedule, update suppliers, audio/video, and entertainment as they are secured, and manage the budget with expenses as the project progresses is also kept on the platform. Our team has graphic designers who create visual designs to bring life to a concept for digital marketing and printed marketing collateral materials. Developing an integrated marketing and community outreach campaign is key to effectively balance the initial lift of awareness as a short-term goal, and consistently build the reach with the target audience as the long-term goal, via the right mix of media platforms to generate action from the target audience. Strategic tactics are used to market and promote an event that include traditional media and social media to build virtual communities to promote the city of Santa Ana's events. The marketing campaign goal is to strengthen the city's presence through engaging content and visuals with a call to action. Developing a community outreach program is a tactic of our approach in marketing and promotion. Engaging key community stakeholders, local businesses, non-profit organizations, community -based organizations, and local performers to foster relationships, create strategic community partnerships that will provide visibility for the events. We have a checklist to manage and lead the team for decor, props, stage plot, equipment and technical support for each event as required by the entertainment and secures the necessary vendors. We collaborate with the city for program participation and manage the logistic planning and 141Page-RFP-24-102 Entertainment Promoter Proposal c