Event Production Services for Bike Ride Fundraising Event

The selected vendor will provide expert event production services for a bike ride fundraising event scheduled for fall 2027 in New Mexico. Responsibilities include end-to-end event planning, promotion, and management. The vendor will design and manage the event course, including establishing mileage increments, identifying obstacles, creating all required signage, and determining optimal locations for logistics such as rest/water stops, cheer points, and stations for police, EMS, and fire personnel. A course marshal must also be designated.

Additional duties include preparing essential documents such as point of contact lists, event schedules and timelines, parking information, work assignments, and course maps. Event operations will encompass designing and managing site maps for all event zones, including start/finish lines, staff and participant parking, shuttle pick-up/drop-off, vendor access, entertainment areas, emergency services staging, and celebration zones. The vendor will be responsible for coordinating hotel/venue shuttle services, assigning staff to vehicles, preparing waivers, and facilitating fuel distribution through gas cards.

The scope also covers venue management—including all aspects of planning, technical support, and on-site production—alongside sponsorship development and fulfillment. This involves overseeing signage, and managing operational support for sponsors and donors, including providing tents, electrical, material handling, and dedicated parking. Volunteer and committee management are also required to ensure smooth event execution.