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Develop event agenda and program schedule draft based on information the City of Santa Ana <br />provides. Organize the program schedule based on the number of program speakers. An initial time is <br />created for speakers, entertainment, and event activities. The goal is to have a balanced program that <br />provides a time for speakers, participants, and entertainment making sure the event has a good flow <br />that engages the audience. <br />1 to 3 months before the event <br />Schedule a venue walkthrough with vendors to include tech groups to identify and resolve potential <br />issues with electrical or water needs. <br />Collaborate with the city to ensure all required permits are completed and approved. Prepare for any <br />inspections required before the event, such as generators and day -of event food inspections. <br />Finalize decor order, confirm AV needs with entertainment stage plot, event layout is approved by <br />the city. Confirm set up time with the venue to align the event production schedule and logistic <br />information. <br />Marketing campaign is active sharing event details and reminders, providing directions, event <br />program schedule, and encouraging social media engagement to boost participation and attendance. <br />Team training of volunteers and/or city staff is scheduled to review the production schedule, roles <br />and responsibilities are reviewed and outlined with specific tasks such as assisting attendees or <br />welcoming VIP guests. <br />Our team' role and responsibilities include vendor load -in, coordinating logistic set up, <br />troubleshooting, and providing support staff for a smooth day -of -event production. <br />171Page-RFP-24-102 Entertainment Promoter Proposal /-RAS <br />