POCHARTE 1 - 2012 - Laserfiche WebLink

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C. Artistic /Programming 1) Finalize the Film Fiesta program, including the development of all screenings, talent, local entertainment, dates, locations, VIP presentations, sponsor recognition as described in Producer's Proposal of Services (Exhibit A) and submit to PRCSA two weeks prior to the first screening for final approval. 2) Finalize the list of all confirmed talent, celebrities, and entertainment identified in Producer's Proposal of Services (Exhibit A) and submit to PRCSA two weeks prior to the first screening for final approval. Submit to PRCSA any changes as they occur. 3) Provide a series of free screenings that will include appropriate activities for families, insightful documentaries, and popular themes for people from different cultures. The total number of screenings will be agreed between Producer and City, selected from the list submitted in Producer's Proposal of Services (Exhibit "A "). 4) Develop and incorporate ancillary activities that will complement the screenings that will engage the community in a positive and productive way. 5) Design and produce a creative brand (look and feel) for the celebration, to be used in all advertising and promotional materials and submit to PRCSA by July 2, 2012 for final approval. If a theme is considered, City and Producer must reach mutual agreement as to said theme. 6) Negotiate and contract with all talent and performers, including travel logistics and technical requirements. 7) Producer agrees not to sell or distribute or allow the sale of or distribution of any tobacco products during the Film Fiesta. 8) Ensure permits and insurance requirements are secured by all subcontractors. 9) Arrange for and deliver to PRCSA two weeks prior to the start of the event, written permissions allowing PRCSA to use photos and /or videos of the participating artists prior to the Film Fiesta. 1 O) Pay for all artistic /programming costs. D. Event Planning and Management 1) Ensure that all personnel identified and defined in Producer's Proposal of Services (Exhibit A) are available to carry out their assigned duties as defined and provide adequate supervision of all personnel throughout the event. 2) Ensure effective communication and coordination between multiple sectors of event planning and management, including City departments, County services, Fiestas Patrias Festival Promoter and Parade Promoter, event sub - contractors and vendors to prevent conflicts in scheduling and other potential problems. 3) Develop and submit to PRCSA two weeks prior to the start of the Fiesta a plan for vendor oversight and steps to be taken to ensure compliance by vendors of rules and regulations, including vendor information meetings or other strategies that may be utilized. 4) Producer must ensure that vendors do not exhibit or sell inappropriate merchandise such as sexually explicit items, weapons, etc. and that the screenings and ancillary activities are appropriate for families with children. 5) Submit to PRCSA two weeks prior to the start of the event a list of confirmed vendors, including contact information and activities to be conducted by each for final approval. 6) Manage all aspects of the Film Fiesta from the point of initial planning to post event evaluation, report to PRCSA any issues or problems that arise during planning, and coordinate with PRCSA to mitigate such issues or problems in a timely manner. 7