Jobs

EVENT MANAGEMENT SERVICES FOR BUILDING BRIDGES ACROSS THE RIVER

SUMMARY REQUEST:

Building Bridges Across the River (BBAR), a Ward 8-based nonprofit, is seeking proposals from experienced, professional Event Planners. These professionals will provide Event Management Services for the annual Anacostia River Festival on Sunday, April 15, 2018, in Anacostia Park (produced by the 11th Street Bridge Park, a project of BBAR), and AfterDark @THEARC, the organization’s annual fundraising gala to be held in September 2018. The contract will be for a 1 year period (November 2017 – November 2018) with the opportunity to renew the contract for the 2019 Festival and Gala.

To be considered; a proposal must be received via email in Adobe Acrobat PDF or Microsoft Word format on or before October 31, 2017, at 5:00 pm EST at the following email address: irfana@bridgepark.org.

Questions should be directed to Irfana Jetha Noorani, Deputy Director, 11th Street Bridge Park, 202.889.5901 x 205 OR irfana@bridgpark.org

Qualifications: 

PART I: ANACOSTIA RIVER FESTIVAL ABOUT THE ANACOSTIA RIVER FESTIVAL: The 11th Street Bridge Park and the National Park Service will present the fourth annual Anacostia River Festival, a premier event of the 2018 National Cherry Blossom Festival. This year’s program will have a special focus on celebrating the “Year of the Anacostia,” which includes the 100th Birthday of Anacostia Park, the bicentennial of Frederick Douglass’s Birthday, major restoration efforts on the River, and Major League Baseball’s All-Star Game in July. Mainstay activities will continue, including: boating, fishing workshops, hands-on art projects, musical performances, tours of historic Anacostia, bike parades, and other unique programs engaging families with the river, its history and ecology. Held in Anacostia Park, this FREE event will encourage District residents and tourists alike to explore communities and parks east of the river. In 2017, the Festival attracted nearly 9,000 participants to Anacostia Park. bridgepark.org/ARF

SCOPE OF WORK: The Scope of work will include, but may not be limited to, the following elements: Pre-Production and Planning 1. Provide strategic counsel to three presenters – Bridge Park, National Park Service, and National Cherry Blossom Festival – to develop comprehensive program that meets partner goals. 2. Participate in in-person event planning meetings with 11th Street Bridge Park and National Park Service; Participate in weekly in-person or conference call event meetings with 11th Street Bridge Park staff starting January 1, 2018 3. Support 11th Street Bridge Park’s application for Good Hope Road street closure by collaborating on presentation for and attending meeting of the Mayor’s Special Events Task Group (presentation November 13, 2018) as well as completing the required DCRA Special Event Permit application. 4. Oversee communications with and between all involved parties including 11th Street Bridge Park, National Park Service, National Cherry Blossom Festival, Anacostia Arts Center, Washington Performing Arts, community partners, and event vendor partners. Maintain weekly event reports suitable for distribution to any event partner. 5. Develop Event Timeline with major planning and purchasing milestones in conjunction with 11th Street Bridge Park and National Park Service. 6. Maintain established Event Budget, ensuring that all assigned line items stay within the allotted funds. 7. Design Site Plan that includes specific locations for all community partners, activities, concessions, and guest 8. Based on past plans, develop Risk Management and Safety Plans in conjunction with United States Park Police. Contract Emergency Medical Technicians as per National Park Service special events guidelines. 9. Create Production Schedule of full event day 10. Identify available volunteer opportunities and coordinate training volunteers in advance or on-site

Vendor Management 1. Negotiate and execute necessary agreements and contracts with all vendors in accordance with National Park Service guidelines 2. Ensure event complies with licensing regulations and other intellectual property rights. 3. Work with 11th Street Bridge Park and National Park Service to ensure all necessary insurance coverage, licenses, permits, waivers, and other compliance instruments and documentation are secured from participants. Community Partners 1. Assist 11th Street Bridge Park in designing Community Partner application and review process. Solicit proposals from potential Community Partners. Review proposals and make final selections with 11th Street Bridge Park staff. 2. Coordinate with Community Partners on identifying equipment needs and communicating event information Performance Stage 1. Assist programmer (in the past Washington Performing Arts has curated our stage) in fulfilling each performance group’s technical rider. Assist in coordinating each group’s presence on-site. 2. Assist programmer with scheduling day-of Technical Rehearsal based on performance groups’ needs and schedules. On-Site Event Management 1. Coordinate with all vendor partners and community partners in the event space. 2. Oversee the set-up and break-down of the space. 3. Implement risk monitoring and control systems as needed, involving the United States Park Police and contracted Emergency Medical Technicians when necessary. Post-Event 1. Analyze and evaluate entire event process. 2. Audit and reconcile finances and final budget. 3. Ensure full compliance with all contractual obligations with venue and vendor partners.

PART II: AFTERDARK @THEARC ABOUT AFTERDARK @THEARC: AfterDark @THEARC is an annual event that raises approximately $850,000 for BBAR. Over the past 3 years funds have been going toward completing the THEARC’s campus. The Phase III Expansion will add a third and final building to THEARC’s campus, adding 93,000 square feet to the current 110,000 square feet footprint. The new building will be home to five partner organizations and a black box theatre: AppleTree Institute For Education Innovation, Children's National Health System, The David Lynch Foundation, The Phillips Collection and The Bishop Walker School for Boys. In addition to these new nonprofit partners and the black box theatre; the current space housing Children’s Health Project of DC at THEARC (which will have moved into the new building) will be renovated into a commercial teaching kitchen and café. The new teaching kitchen and café at THEARC will provide workforce training, on-site food service and nutrition programming.

SCOPE OF WORK: The Scope of work will include, but may not be limited to, the following elements: Pre-Event: 1. Event Vendor Management including proposal procurement, negotiations, contract review, management, and general coordination with the caterer. 2. Review paper goods & collaterals, cleaning invitee list prior to addressing. Coordinate mailing of Save the Date, Sponsorship Packages and Invites. 3. Set up the registration system and revenue collection options. 4. Seating management and support. 5. Live program preparation (only dinner program). Consultation on the order of events, coordination with speakers, preparing show flow documents. 6. Participation in planning calls and meetings, including weekly phone meetings from July 2018 until the event 7. Creation and tracking of planning timeline 8. Creation of event day logistics timeline 9. Determining volunteer and staff roles 10. Budget tracking Event Day: 1. Onsite event management including briefing staff and volunteers, oversight over event staff, vendor supervision, the primary point of contact for staff and key client contacts 2. Monitor load-in and load-out of event space and table placement 3. Oversee live programming 4. Set-up and staff registration Post-Event: 1. Ensure full compliance with all contractual obligations with venue and vendor partners. 2. Submit final expenditures 3. Participate in post-mortem discussion and submit an event report for reference in future years

 

Application Due Date : 

Tue, 10/31/2017

How to apply: 

PART III: PROPOSAL REQUIREMENTS BBAR would like to hire one Event Management team for both events and requests proposals for the full suite of events. However, given the different goals of the a and different expertise required, BBAR also invites firms to submit a proposal for one of the two events. The following must be received by the proposal due date or the firm will not be considered: 1. Title Page: Proposal subject, the firm’s name, address, contact person, and the firm’s federal identification number. Please identify whether you are submitting an application for both events or just one (and list which event). 2. Cover Letter: Briefly state the Proposers’ understanding of the work to be performed, commitment to perform the work and statements as to why the proposer believes that their Firm that is the best qualified to perform the engagement. The cover letter should also include a statement that the offer is a firm and irrevocable offer for 120 days. 3. Firm’s & Personnel Qualifications a. Qualifications and Related Experience - Sufficient information should be provided regarding qualifications of the firm to provide the requested scope of work. b. Provide a listing of past projects, preferably of a similar size and scope c. Website link d. References from past projects (at least 3) e. Experience in working on community-centered events AND/OR experience in working on fundraising events f. Staff assigned to events – including related experience 4. Fees/ Billing and Payment: The firm shall provide with its proposal a total all-inclusive fee as well as a breakdown of the event management fee for each event and any additional costs that are anticipated, but not included in the costs provided. Evaluation Criteria The below factors will be used when evaluating the proposals. The factors are not listed in order of importance.

  • Responsiveness to Request for Proposal specifications
  • Project cost
  • Qualifications of firm  
  • Qualifications and experience of the staff to be assigned to the project
  • References
  • Demonstrated capability to perform the type of work requested

Experience working east of the Anacostia River During the evaluation process, BBAR reserves the rights to request additional information or clarifications from proposers and the right to reject any or all proposals. A panel will evaluate proposals and the most qualified firm(s) maybe requested to meet in person. There is no expressed or implied obligation for BBAR to reimburse responding firms for any expenses incurred in preparing proposals in response to this request.

 

To be considered; a proposal must be received via email in Adobe Acrobat PDF or Microsoft Word format on or before October 31, 2017, at 5:00 pm EST at the following email address: irfana@bridgepark.org. 

Questions should be directed to Irfana Jetha Noorani, Deputy Director, 11th Street Bridge Park, 202.889.5901 x 205 OR irfana@bridgpark.org