Community and Cultural Special Events Management Service

A California organization is seeking a qualified vendor to manage community and cultural special events. The responsibilities include comprehensive event planning, development, marketing, and partnership engagement to ensure successful execution of each event.

The selected vendor must submit a Special Event application at least 90 days prior to each event and maintain detailed records of hours worked during every phase of the event, from development and design through to final execution and debrief. For marketing, the vendor is expected to create tailored strategies for each event a minimum of 120 days in advance, which will encompass tactics such as Save the Date notices, general promotional efforts, and vendor marketing. Ensuring compliance, the vendor must confirm that all participating vendors possess the necessary permits and licenses for operations.

Additional duties include creating a thorough communication plan to engage residents, local businesses, and community organizations, as well as providing a day-of-operations plan that covers logistics, communications, and partnership roles. The vendor must also identify at least three partnership opportunities to enhance the event experience. Interested parties should note the specified submission deadlines for questions and the scheduled pre-bid meeting.