EVENT PLANNERS AND EVENT MANAGEMENT SERVICES TO PRODUCE AND MANAGE ART FESTIVAL IN GRAND HAVEN, MICHIGAN

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1 REQUEST FOR PROPOSALS EVENT PLANNERS AND EVENT MANAGEMENT SERVICES TO PRODUCE AND MANAGE ART FESTIVAL IN GRAND HAVEN, MICHIGAN The Grand Haven Main Street DDA (MSDDA) is inviting Event Planners and providers of Event Management Services to submit a proposal to plan an arts festival in Downtown & Centertown Grand Haven on September 23 October 11, 2015.

2 TABLE OF CONTENTS I. Overview II. Organization Information III. Event Description IV. Applicant RFP Reception V. Applicant Information VI. Report To VII. Status VIII. Compensation IX. Scope of Work X. Project Schedule XI. Qualifications XII. Job Location XIII. Contract XIV. Selection XV. Proposal Submission

3 I. OVERVIEW: This applicant will contract with the Grand Haven Main Street Downtown Development Authority (MSDDA) to plan an event showcasing artists in partnership with Grand Haven merchants and businesses. Applicant will work with ArtWalk Planning Committee volunteers to manage the execution of all aspects of ArtWalk 2015 to include concept development, planning, day of events coordination, overall event management logistics, budget management, programming, implementation, and analysis. For more detailed information see the Scope of Work section below. II. III. IV. ORGANIZATION INFORMATION: The MSDDA is an award-winning Main Street Program operating under the Michigan Main Street Program umbrella since The volunteer-led organization employs one full-time and one part-time staff persons, and are busy working year-round to fulfill the mission of enhancing a vibrant, historic business district through community efforts and public and private partnerships. EVENT DESCRIPTION: ArtWalk 2015 takes place September 23 October 11, This is the fifth year for this annual collaboration of artists, local businesses and members of the lakeshore community in a collective celebration of art. Artists from the local area and beyond participate in an art competition in the following categories: drawing, painting, photography, sculpture (3D), and mixed media. APPLICANT RFP RECEPTION: By responding to this RFP the applicant agrees to be responsible for fully understanding the requirements of the RFP and will ask any questions to make sure that understanding is gained. The MSDDA reserves the right to reject any or all responses to the RFP, to advertise for new responses, or to accept any RFP response deemed to be in the best interests of the MSDDA. Acceptance of any RFP should not be construed as a contract nor shall indicate any commitment on the part of the MSDDA for any future action. The RFP does not commit the MSDDA to pay for any costs incurred in the submission of a response to this RFP or for any cost incurred prior to the execution of a final contract. V. APPLICANT INFORMATION: All applicants must submit the following information: i. Name and Overview: Name and # of employees ii. Services: Description of services offered iii. Customer and Event References: List of similar events in the scope and industry iv. Resume VI. VII. VIII. REPORT TO: The applicant will report to the MSDDA ArtWalk Committee Chairman. STATUS: Contract COMPENSATION: Compensation is a flat project fee of $7,500. The MSDDA will pay the selected contractor based on the following schedule: $2,500 one/third upon contract execution $2,500 one/third milestone payment (first week of September), and $2,500 one/third as final payment, upon successful completion of the event and submission of the final report

4 IX. SCOPE OF WORK: i. Develop, manage and execute master event logistical plan and timeline; assign/delegate tasks to volunteer teams; evaluate, analyze and report results for the event. ii. Create, manage and reconcile event budgets, expenses and timelines. Adhere to project timelines and budget guidelines. iii. Oversee the implementation of the marketing campaign. iv. Responsible for leading/managing various event planning teams in the planning and implementation process for all aspects of the event; including attending regular ArtWalk Planning Committee meetings and meeting follow-up. v. Deliver project deliverables on-time, on-budget and to client expectations vi. Direct and manage volunteer committees, both pre-event and on-site. vii. Manage relationships with event venues. viii. Direct and manage on-site event set up and clean-up. ix. Manage and execute event debrief including analyzing surveys as well as recommended improvements/changes. x. See Attachment A for a list of special events planned during the course of ArtWalk X. PROJECT SCHEDULE: This schedule is bases on our current guidelines but is subject to change. May 11, 2015: RFP Published May 21, 2015: Last day for written questions to be received on the RFP document intent. June 1, 2015: RFP Close Date June 2, 2015: Start Applicant Evaluations June 8, 2015: Award Contract XI. XII. XIII. XIV. XV. QUALIFICATIONS: i. Experience: Minimum 1-2 years experience in all aspects of event planning including outdoor event experience ii. Experience managing volunteer team iii. Experience managing event budgets iv. Excellent organization and project management skills. v. Energetic, innovative, creative self-starter vi. Problem solver and results oriented vii. Able to work well under pressure of event deadlines viii. Ability to prioritize tasks in a fast paced environment JOB LOCATION: Grand Haven, Michigan CONTRACT The contract resulting from this RFP will commence as of the date of execution of the contract and will terminate no later than one year after commencement. SELECTION: Applicants who have demonstrated the capacity to meet our requirements will be notified via phone/ of our selection to move forward with the RFP Process. PROPOSAL SUBMISSIONS: All proposals should be in the following format: 1. No more than 10 pages in length. 2. Respond to all areas noted in sections above. Cite examples of current and previous work.

5 3. Specify what skills you possess, including but not limited to, your approach, planning, sales strategies, and staffing. 4. Supply recent event highlights. What projects you have successfully produced in the last 18 months, including dollar range. Include your current client list. 6. Provide a short synopsis of the events you have managed in your career. Specify the role you had in developing and managing these events. Responses must be printed, sealed and clearly marked with the following: RFP Response ArtWalk Submittals must be received no later than 5:00 pm on May 28, 2015, and shall be delivered to: Diane Larkin, Executive Director; Grand Haven MSDDA, 20 N. Fifth Street, Grand Haven, MI Any questions or clarifications regarding definitions or interpretations of this RFP must be submitted via (no phone calls) no later than May 21, 2015 to: dlarkin@grandhaven.org

6 ATTACHMENT A ARTWALK 2015 IMPORTANT DATES April 15 July 1: Venue Registration April 15 August 1: Artist Registration August 10: Artist/Venue Agreements due back ARTWALK 2015 SPECIAL EVENTS June 27 Grand Haven Art Festival Family Art Day Booth August 1 ArtWalk entry in Coast Guard Festival Parade September 22: Artwork to be installed (artist/venue) ArtWalk: September 23 - October 11, 2015 Sept 23 - ArtWalk Kick Off at Gazillion & One Setp 26 - ArtBike Parade, Family Art Day October 3 - Artists Market, Community Art Day October 6 Youth Awards & Reception October 8 Adult Awards & Closing Reception October 11 Final Day for Exhibit October 12 Art to be removed/venues cleaned (artist/venue)