19G - RFP - EVENT PRODUCTION SRVS

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• Develop and implement an effective communication strategy between multiple sectors of event management as well as merchants and residents within the event boundaries to ensure advanced and detailed knowledge and expectations to prevent problems and political pressure. • Attend planning meetings for the parade and film festival to ensure coordinated planning with PRCSA. • Include all event planning and management costs in the event budget. Revenue and Sponsorship • Develop and implement a sponsorship program and other revenue generating endeavors to raise sufficient funds to cover all event costs, including city and other agency costs. • Attend planning meetings for the festivals, parade, and film festival and work closely with PRCSA to coordinate sponsor recruitment and benefits packages to leverage sponsor contributions in a collaborative manner. • Acknowledge the City of Santa Ana, PRCSA as Title Sponsor in all print and online promotional materials and make every effort to acknowledge PRCSA'S contribution in media interviews, public service announcements and other sponsorship recognition opportunities. • Create a well-developed sponsorship and revenue generation program to meet the 2012 event budget sufficient to cover all costs, including the contributions to the film festival and parade. The revenue generation program potentially could include sponsorships, exhibitor sales, food, merchandise, concessions and ancillary revenues, taking into account the challenge of working only with entities approved in advance by the PRCSA. • Work in consultation with the PRCSA to define sponsorship benefits; identify potential funding partners; implement the sponsorship plan; and liaise with event sponsors to ensure that benefits are delivered before, during and after the event. • Develop and manage all communications with prospective sponsors prior to and immediately following the Festivals. The producer will seek prior approval from the PRCSA before finalizing any contribution agreement or commitment. • Produce and coordinate all arrangement for sponsorship acknowledgement including radio and newspaper ads as well as any materials and announcements. PRCSA sign-off will be required for communications and marketing for the Festivals including strategic sponsorship activation and related strategies, prior to public release. • Include all sponsorship benefit costs in the event budget. Marketing and Communications • Develop and implement a marketing and communications plan for the Festivals, subject to the approval of the PRCSA. The plan should include, but not be limited to, proposed methods of paid advertising and associated costs, and earned media (e.g., writing of public service announcements/media releases/media advisories, content for the PRCSA website, and any other forms of communications) to market the Event. • Develop and implement a Customer Relations plan that will provide effective and relevant communications to the merchants, residents, churches, and others within the event boundaries to provide advance notice of event activities and to mitigate problems that may arise. • Develop the design, printing and distribution of event materials such as programs, rack cards, posters, print ads, banners and signage. • Recognize that the PRCSA will identify and confirm spokesperson(s) for media opportunities. 9 19G-11