Year-Round Event Management Services

Bid Number:RFP 02-1203-23 Bid Title:Year-Round Event Management Services Category:RFP - Request for ProposalStatus:OpenBid Recipient:City of Williamsburg - Joanna Skrabala Description: The City of Williamsburg requests proposals to develop, manage, and produce events for FY23 (beginning July 1, 2022). The events are to be geared toward attracting local and regional visitors and generating overnight stays in the City of Williamsburg. The selected company would enter into a three-year contract with the City for providing the event management services. The City is seeking the development and execution of five (5) to eight (8) events in the following areas: performing and visual arts, food and beverage, cultural and recreational events. Two of the events must include the July 4 th and New Year’s Eve/Day holidays. Based on the responses provided, it is the intent of the City to select, at its sole discretion, a company to provide event planning and production services for the

above-referenced events. Publication Date/Time: 10/11/2022 7:20 PM Closing Date/Time: 11/16/2022 2:00 PM Submittal Information: City of Williamsburg; 2nd Floor, Attn: Joanna Skrabala; 401 Layette Street; Williamsburg, VA 23185 Bid Opening Information: November 16, 2022 Pre-bid Meeting: None Contact Person: Joanna Skrabala, Tourism Development Specialist jskrabala@williamsburgva.gov Business Hours: Monday - Friday 8:00 - 4:30 Qualifications: 1. COMPANY BACKGROUND AND QUALIFICATIONS Written documents are required and additional media formats are accepted as supplemental material. a) Respondents are requested to provide an overview of your company and staff, areas of specialization, and number of years in operation. b) Provide a minimum of two (2) recent examples of success in event planning, preferably for a destination. c) Respondents should include any special circumstances or capabilities that you would like the City to know about your company. d) Include a brief statement about any key relationships that your company has that might bring value (sponsorships, media exposure, access or otherwise) to achieving the objectives of the event. e) Provide an overview of your proposed event ideas. Multiple event options are accepted. Special Requirements: Please provide a written response to each of the above requested documents, including: 1. Full name of company respondent 2. Names and titles of each principal staff person 3. Contact information for each person (address, email, phone number) 4. Proposed project team who will manage and work on this assignment 5. Description of proposed events 6. Licensures (where applicable)The City of Williamsburg reserves the right to accept or reject any and/or all proposals, and to grant final acceptance to the proposal that best meets the need and interests of the City, as determined by the City in its sole discretion. The City will be the sole judge of whether a proposal meets the required criteria and review by City staff. Miscellaneous: Questions about this RFP should be directed to Joanna Skrabala, Tourism Development Specialist, at jskrabala@williamsburgva.gov. Please note that phone calls will not be accepted. All inquiries shall be submitted no later than five (5) business days prior to the closing date (November 10, 2022). Related Documents: RFP Year Round Event Management Services 02 1203 23 Return To Main Bid Postings Page