Item 18 - Agreement for Stage Services for City Events

Home Browse Search

consistent communication between the City departments and other contractors. Regular check -ins and updates will help prevent misunderstandings and keep all parties informed. 3. Event -Specific Needs Some events may have special needs or concerns based on their format or audience (e.g., noise restrictions, accessibility requirements). We are happy to address these and would appreciate early notice to adjust our services accordingly. iii. Description of Deliverables, Implementation Plan, and Timeline Deliverables: 1. Pre -Event Planning Documents o Event schedule with timeline of setup, testing, and breakdown. o Detailed equipment list and technical specifications. o Permitting and compliance documentation (if applicable). 2. Event Day Support o Full setup of stage, audio/visual equipment, and other requested items. o On -site personnel (technicians, AV specialists, DJs, MCs, etc.). o Real-time troubleshooting and technical support. 3. Post -Event Report o Equipment checklist confirming the safe removal and storage of all items. o Recommendations for future improvements or changes to ensure even better event outcomes. Implementation Plan and Timeline: Our timeline is designed to ensure all stages of the project are completed efficiently and on schedule. For each event, we follow this ideal implementation plan (in a perfect world): 1. Months Prior to Event: o Initial planning meeting with City staff to confirm event details and expectations. o Finalize equipment list, secure permits, and establish the project timeline. o Order and confirm all required equipment and personnel. 2. Weeks Prior to Event: o Review event logistics and conduct a final walkthrough of the event site (if applicable). 3. Days Before Event: o On -site team arrives early to begin setup and testing. o Technical support and coordination with City departments throughout the event. o Breakdown and removal of equipment following the event. 4. Post -Event (Within 48 Hours): Submit a post -event report to the City, including a summary of event execution and feedback. This work plan ensures that we are not only meeting but exceeding the City's expectations, providing exceptional service at every stage of the event. We are committed to delivering high - quality results with meticulous planning, execution, and follow-through. Page 9 of 22