Special Events Contract(s) for Services Cathedral City International Hot Air Balloon Festival

1. Develop a detailed timeline of activities and produce, book, secure, and coordinate a schedule of primary events in accordance with the festival’s theme. Activities shall include appropriate music, food, LIVE entertainment, spirits, and other activities. Build upon the successful activities of past festivals (Balloon Launch, Balloon Glow, Drone Show, Tribute Band, Food Trucks). Provide support for and encourage ancillary events in support of the main event’s programming.
2. Work with the City’s Communication and Events Manager to allow the involvement of the City Council, and any other City related official, in the festival.
3. Attend and coordinate up to eight in-person or virtual meetings with City’s event planning representative(s) and/or community planning committee.
4. Provide review at meetings of overall event plans and follow direction on all safety related issues including Cathedral City Fire Department and Police Department regulations.
5. Provide timely and accurate reports regarding the progress of event production at each meeting.
6. Draft an Event budget identifying all the anticipated costs to plan, produce, organize, manage, and run the Event, including without limitation, payment to any performers, artists, vendors or service providers utilized for the Event, and identifying all the anticipated revenues for the events (whether from sponsorships, ticket sales, merchandise sales or otherwise). Where a final budget to actual report is required, the Contractor will prepare a document comparing each identified budgeted cost with the actual expense for those items and provide same to City within ninety (90) days after the end of the event.
7. Maintain line of communication with the City staff and cooperate with the City and its representatives.
8. Recruit, hire, train, coordinate and supervise all volunteers and all their activities as required.
9. Provide a site map, event layout, and staging plan to City’s event planning representative(s) for approval at least sixty (60) days prior to the event.
10. Event will be planned under a Rain or Shine implementation plan.
11. Procure and maintain, at its sole cost and expense, policies of insurance to include Comprehensive general liability and personal injury with limits of at least one million dollars ($1,000,000). Certificates of insurance evidencing the foregoing and designating the City, its elected official, officers, employees, agents, and volunteers as additional named insured shall be provided prior to commencement of services.
12. Solicit, procure, or otherwise obtain sponsors for the Event who provide goods, services, or the payment of money to the Contractor in exchange for recognition. Contractor shall primarily use any goods, services or money received from such sponsors to pay or offset the costs of planning, producing, organizing, managing, and running the Event, and may secondarily keep excess monies as additional non-City compensation. Contractor may offer sponsors predetermined sponsorship recognition packages (e.g. tickets, passes, tables, preferred seating, VIP status, and similar benefits and privileged) in accordance with their level of sponsorship. Sponsorship levels and packages must be preapproved by City. Sponsors may choose to direct their sponsorship to support either the overall Event or a specific Event Activity. If the sponsor chooses a directed donation, Contractor shall ensure it has received written instructions from the sponsor indicating the allowed use of the sponsorship.
13. Use reasonable efforts to promote and market the Event which may include use of social media, print ads, broadcast spots, and recruitment of business and organizations to participate in the event as sponsors or vendors. Contractor shall coordinate all its promotional and marketing efforts with the City in advance. City agrees to assist in the promotion and marketing of the Event and will utilize its social media sites for that purpose as the City determines is appropriate.
14. Provide complete staffing for all events and administrative operations. The City shall provide road-closure and public safety (police, fire, emergency medical) services and personnel.
15. Responsible for all printing, production, processing, mailing, postage, event signage, and any/all other costs associated with operation and production of activities including items such as T-shirts, program book, and step and repeat.
16. Recruit, hire, train and supervise event staff as needed.
17. Oversee all recruitment of participants, vendors, and entertainers.
18. Work with City officials and honor sound curfews of 9pm Sunday – Thursday, 11-pm Friday and Saturday.
19. Obtain, at its own cost, all licenses, inspections, certificates and permits required for the Event from any governmental agency other than the City having jurisdiction over the Event, the Site, an Event Activity, or some aspect of the Event (e.g. health permit, alcohol license, flyover, etc.,) including the licenses, inspections, certificates or permits. Contractor is responsible for timely completing and filing all necessary applications and related documents and materials reasonably necessary to obtain the required licenses, inspections, certificates or permits. Contractor shall provide City with a certified copy of any issued license, inspection report, certificate or permit and shall maintain the original or a certified copy of each onsite during the Event and available for inspection by City or any issuing governmental agency.
20. Provide proper private security services to oversee event activities, ensure crowd control, and enforce all permits.

CITY RESPONSIBILITIES