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Develop event agenda and program schedule draft based on information the City of Santa Ana <br /> provides. Organize the program schedule based on the number of program speakers. An initial time is <br /> created for speakers, entertainment, and event activities. The goal is to have a balanced program that <br /> provides a time for speakers, participants, and entertainment making sure the event has a good flow <br /> that engages the audience. <br /> 1 to 3 months before the event <br /> Schedule a venue walkthrough with vendors to include tech groups to identify and resolve potential <br /> issues with electrical or water needs. <br /> Collaborate with the city to ensure all required permits are completed and approved. Prepare for any <br /> inspections required before the event, such as generators and day-of event food inspections. <br /> Finalize decor order, confirm AV needs with entertainment stage plot, event layout is approved by <br /> the city. Confirm set up time with the venue to align the event production schedule and logistic <br /> information. <br /> Marketing campaign is active sharing event details and reminders, providing directions, event <br /> program schedule, and encouraging social media engagement to boost participation and attendance. <br /> Team training of volunteers and/or city staff is scheduled to review the production schedule, roles <br /> and responsibilities are reviewed and outlined with specific tasks such as assisting attendees or <br /> welcoming VIP guests. <br /> Our team' role and responsibilities include vendor load-in, coordinating logistic set up, <br /> troubleshooting, and providing support staff for a smooth day-of-event production. <br /> 171Page - RFP - 24 - 102 Entertainment Promoter Proposal /-YV-1.7 <br />