Item 16 - Agreements for Entertainment Promoter for City Special Events

Home Browse Search

DELIVERABLES, IMPLEMENTATION PLAN AND TIMELINE Our approach is to breakdown the project deliverables and implementation into a three-month (12- week) block. This has proven to be effective to keep the aspects of the project relevant, align with the next steps and can "check off" as completed. Below is a sample of the items for each 3-month block. We are flexible in the timeline as outlined to a shorter schedule based on each event's requirements and the scale of the event. 9 to 12 months before the event date Obtain measurable objectives to guide each part of the planning process from safety, budget approval, marketing, entertainment, to the marketing campaign. Understanding the event's outcome ensures our team works toward the same goal. Establish Budget allocation by prioritizing key aspects of the event. Begin the process of prioritizing the main elements such as entertainment, technical group, stage, venue, promotion, and marketing are part of the essential expenditures. A review of database and preferred city vendors to obtain quotes for services and cost estimates to begin selecting vendors. Allocate an amount of the budget for flexibility for unexpected production needs. Define the target audience and ascertain that the event concept resonates with the audience. Begin to tailor marketing content to the audience interests and what media is used by the target audience to lay the foundation for the event. Secure venue and date for the event's scale, concept, and outcome. A venue is key to match the scale of the production, a preliminary coordination plan is created that can be adjusted as the event date approaches. 6 to 9 months before the event date Develop marketing campaign visuals for city approval. Recommend marketing tactics and strategy for implementation and create a schedule of the marketing campaign to include community outreach which would start at this time. Create a promotional campaign for large-scale entertainment with media posts, media relations and other strategic tactics. Confirm vendors and suppliers with contracts for Entertainment, AV, stage, equipment rentals. Confirm vendor expectations, deliverables, and timeline of the event to coordinate a point of contact for the project. 3 to 6 months before the event Launch marketing campaign across the tactics and channels approved by the City of Santa Ana. Community outreach campaign follow up for partnerships (posting event signage on store fronts, flyers on counters, etc.). Marketing schedules include regular updates by highlighting distinct aspects of the event on key dates. Maintain contact with the city on permitting and compliance with city event permit requirements. 161Page-RFP-24-102 Entertainment Promoter Proposal /,PvAS