19G - RFP - EVENT PRODUCTION SRVS

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Artistic • Lead the design of Festival programming in consultation with the PRCSA, including the development of all talent, headline and local entertainment, VIP/sponsor recognition, and "El Grito" ceremony. • Work with PRCSA input to design and produce a creative brand (look and feel) for the celebration, to be used in all advertising and promotional materials. • Investigate, book and contract all talent, and arrange payment of talent, in consultation with the PRCSA. • Negotiate and contract with all talent and performers, including travel logistics and technical requirements. • Ensure permits and insurance requirements are secured by all subcontractors. • Arrange for and deliver to the PRCSA, signed permissions allowing the PRCSA to use photos and/or videos of the participating artists prior to the Festivals. • Include all artistic related costs in the event budget. Event Planning and Management • Negotiate a fixed price contract with the PRCSA for the delivery of the Festivals based upon the Final Event scope. • Develop and submit a management plan that outlines staff requirements for each team member and define how the firm's team intends to provide adequate staff to manage the events and what their role will be. o Include an organizational structure for management of the event. o Provide references and resumes for each key team member/staff person who will be responsible for any major components of event planning and management. • Include a plan for vendor oversight and the steps that will be taken to ensure compliance by vendors of rules and regulations, including vendor information meetings or other strategies that may be utilized. • Develop and submit a detailed project timeline, including benchmarks and report to PRCSA senior staff on the achievement of each benchmark. • Manage all aspects of the Festivals from the point of initial planning to post event evaluation and report to PRCSA senior staff any issues or problems that arise during planning and coordinate with PRCSA senior staff to mitigate such issues or problems in a timely manner. • Manage all aspects of stage production. • Provide a guest information center (venue information booth, lost and found, First Aid, etc). • Establish adequate vendor plan, including process for assigning booth space/location, check-in sites and check-in process, keeping in mind the dynamics of the downtown area and ensuring non- competition between event vendors and downtown merchants. • Arrange for hospitality and VIP services as may be required. • Arrange and supervise labor for all event services in addition to the production management. • Ensure that all service vendors and sub-contractors have the capacity to provide adequate staff for their areas of responsibility, including a sufficient number of well-trained staff with decision- making authority during the events to handle on-site logistical problems that may arise and to supervise on-site workers to mitigate late night noise and other disturbances. 8 19G-10