Request for Proposals - SHRF 2027 Design.pdf

Request for Proposals
for 2027 Smoky Hill River Festival Design
Introduction
Salina Arts & Humanities, a department of the City of Salina, Kansas, produces the River
Festival annually. The overall cash budget is $450,000, including admissions and fees, and
private contributions. Each year's Festival is the outcome of 14 months of planning by seven
paid staff, 22 committees, and more than 1,500 volunteers.
The Smoky Hill River Festival is a 51-year-old arts-based event featuring various presentations,
programs, and activities. The Festival is a highly regarded regional celebration, with an annual
attendance of over 50,000 from as many as 35 states. The Festival happens annually on the
second weekend of June; in 2027, June 11 through 13.
A national visual art competition brings 120 exhibitors to the Festival's art show. The Festival
also offers an eclectic mix of music and entertainment on three stages from notable national
touring artists and local/regional performers. Approximately 30 regional vendors provide a wide
variety of food and beverages. Attendees are also allowed to bring in coolers.
The Festival is also strongly focused on children and families. Activities include a stage
dedicated to performances geared toward kids, an extensive hands-on art activity area, other
roving performances and games, and the First Treasures program, where children ages 4-13 can
choose and purchase original artwork at kid-friendly prices. Rounding out the Festival are
engaging site-specific temporary art installations, ancillary events like the Festival Jam and
Smoky Hill River Run, and a range of daily events like an Art Patron event designed to help
increase sales and support of the Festival art show.
Description of Services
We are seeking a graphic designer to design our core materials for the 2027 Festival and more.
We use the design to support print and digital marketing and increase general awareness about
the Festival.
Priority projects include, but are not limited to:
* 2027-2030 Rack Card - one-time design that is used for multiple years (4x9")
* Event poster (includes sponsor information, 11x17", 17.25x26.875 2/3", 7.75x4.75")
* Event T-shirt design (same design adapted to adult unisex, women's cut, tank top, and
children's T-shirt)
* T-shirt poster (marketing tool, 11x17")
* T-shirt graphic for website and social media (1080x1080p)
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* Wristband (includes sponsor information, full-color dye-sub imprint with locking slider
band)
* Wristband poster (2 variations, marketing tool, printed in-house, includes sponsor
information, 8.5x14")
* Name tag graphics (Avery 61611)
* Press, Food, and Entertainment Passes (Avery 61612)
* Digital ads (sizes vary, will be provided)
* Print ads (sizes vary, will be provided)
* Poster background graphic (to be used for staff-designed products like simple signs and
PowerPoint presentations)
* Misc. branded signs and graphics, as needed and directed by staff
Misc. items will be assigned via written request and may be priced at the hourly rate or pre-
approved fixed fee.
In scope: design, production-ready files, simple resizing, limited ad iterations
Out of scope (unless separately authorized): extensive copywriting, photography, brand redesign,
social media management, print purchasing pass-through
Salina Arts & Humanities will provide:
* Final copy, including Spanish translations
* Brand assets/logos (and sponsor logos), past designs, style guidance
Designer must provide:
* Editable working files (AI/INDD/PSD as applicable) + exported PDFs/PNGs
* Font list (families/weights) and final color palette (CMYK/RGB/HEX, and Pantone if
applicable)
* Print-ready and web-ready packages
The work described in this request for proposals will be generally completed between December
1, 2026 - May 31, 2027.
Submission Requirements
* A letter of interest (one page):
o Company name, address, phone number, e-mail, and website or social media
account(s)
o Interest in the project
o Professional qualifications
* Portfolio examples that reflect the scope of work requested in this request for proposals
* Approach/procedure, including revision policy
* Pricing
o Per-deliverable fixed fees + hourly rate for out-of-scope OR annual not-to-exceed
retainer covering listed deliverables
o Include any in-kind or discounts offered
* References (1 - 2 for similar work)
Terms/Conditions
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If awarded, the contract may be renewed up to five Festival years and may be exercised annually
based on performance, mutual agreement, and funding/appropriation.
Public records notice (Kansas Open Records Act / KORA): proposals may be disclosable;
confidentiality markings are not determinative. Vendors should not submit information they
consider confidential unless clearly marked; the City will respond to records requests in
accordance with KORA.
Salina Arts & Humanities and/or the City of Salina are not responsible for the lost or damaged
materials submitted. The Department/City has the right to adjust the project timelines or not
select a proposal.
Salina Arts & Humanities intends that all final, approved design deliverables produced under this
project may be used by the City of Salina and Salina Arts & Humanities for Festival-related
marketing, promotion, and operations, including the right to reproduce and make reasonable
modifications for future Festival use.
The selected designer shall provide final exported production files (PDF/PNG/JPG as
applicable), editable working files (AI/INDD/PSD), the applicable font list (families/weights),
and final color palette (CMYK/RGB/HEX, and Pantone if applicable) to support future City
reuse.
The designer may display the work in their portfolio after the Festival design is publicly released.
The designer is responsible for ensuring they hold appropriate licenses for any third-party assets
they use in creating the deliverables; if specific fonts must be purchased for City ownership/use,
the designer shall identify them in advance, and the City will acquire those fonts directly.
Deadline: Materials must be postmarked, emailed, or hand-delivered by 8 am Monday,
November 2, 2026.
Selection Process and Criteria
Submissions will be reviewed and scored by Festival staff. The selected proposal, which best
meets all requirements as specified in the Call for Proposals using the following weighted
criteria, will be selected:
* Portfolio & design quality - 35%
* Pricing clarity/value - 20%
* Relevant experience (festivals/events; print + digital campaigns) - 15%
* Approach/work procedure (proofing process, revision management) - 15%
* Operational fit (responsiveness, ability to meet deadlines, references) - 15%
Proposals will be reviewed by staff and scored after being received by the deadline. For multiple-
qualified applicants, interviews may be conducted by phone or in person. All results will be
calculated, and the Salina Arts & Humanities Executive Director will review the final
recommendation.
Estimated Timeline
* Deadline: 8 am Monday, November 2, 2026
* Proposal Selection Panel Meets: On or before 6 pm, Tuesday, November 10, 2026
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* Finalists Notified (if necessary): Wednesday, November 11, 2026
* Interviews (if required): November 12-17, 2026
* All applicants will be notified that a final selection has been made on or before
Wednesday, November 25, 2026.
Submit Proposal to
Smoky Hill River Festival
* By email: sah@salina.org
* By mail: P.O. Box 2181, Salina, KS 67402-2181
* By hand delivery: 211 West Iron Avenue, 2nd floor, Salina, KS 67401
For further information, contact:
Anna Pauscher Morawitz OR Amanda Morris
Operations & Development Manager Office Administrator
785-309-5770 785-309-5770
Email: amanda.morris@salina.org
Email: anna.pauscher@salina.org
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