POCHARTE 2 - 2013 - Laserfiche WebLink

Home Browse Search

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 evert. 2) Ensure effective comn-runication 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 event 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) Revise the project tincline submitted in Producer's Proposal of Services (Exhibit A) to reflect the contract start date, including deadlines specitled herein and submit: to PRCSA by July 1, 2013. 7) Manage all aspects of the Film Festival 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. 8) Arrange for hospitality and VIP services as may be required and coordinate with PRCSA to provide such. 9) Ensure that all service vendors and sub - Producers have the capacity to provide adequate staff for their areas of responsibility, including a sufficient number of well- trained staff with decision, rnalclng authority during the event to handle on- site logistical problems that may arise and to supervise on -site workers to mitigate late night noise and other disturbances. 10) ,Pay for all event planning and management costs. E. Revenue and Sponsorship 1) Develop and implement a sponsorship campaign and other revenue generating endeavors to raise sufficient funds to cover all event costs, including City and other agency costs. 2) The revenue generation plan may include sponsorships, exhibitor sales, food, merchandise, booths, concessions and ancillary revenues and must be submitted to PRCSA 30 day prior to the first screening for final approval. 3) 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.