2-RFP - Concert Promotion and Venue Partnership Services.pdf

Fargo Public Schools Request for Proposals Concert Promotion and Venue Partnership Services

Due: October 22, 2026 at 10:00 A.M.CST

Introduction Fargo Public Schools is seeking proposals from qualified promotion firms to partner in presenting professional concerts, events, and live entertainment at Bluestem Amphitheater in Moorhead, Minnesota.

Companies responding to this request must submit their proposals in accordance with the enclosed specifications and should reference the Bonfire Submission Instructions attached separately for instructions on the District’s electronic submission process.

All submissions must be submitted through the online Bonfire Portal at:

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities

Vendors should contact the Euna Support team at Support.Bonfire@eunasolutions.com for technical questions. Bidders can also visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

Any communication related to submissions, including the posting of Addenda, will be available on https://fargok12.bonfirehub.com Any questions can also be asked through the available communication tools. Bidders must be registered and logged in to ask questions.

Procurement Timeline:

Legal Ad Publication October 7 & 14, 2026 Walk Through of Facility October 13, 2026 at 10:00 A.M. or October 15, 2026 at 2:00 P.M.

Proposals Due October 22, 2026 at 10:00 A.M.

Create Shortlist & Interviews October 26 – October 30, 2026 Board Approval November 24, 2026

Project Overview

Fargo Public School District (District), a North Dakota public school district, is seeking proposals from qualified promotion firms to partner in presenting professional concerts, events, and live entertainment at Bluestem Amphitheater, located in Moorhead, Minnesota.

Bluestem Amphitheater, owned by the City of Moorhead and managed by the District under a long-term lease agreement, serves a unique dual purpose. The facility is both a premier outdoor entertainment venue and the home of Trollwood Performing Arts School, one of the nation's leading educational performing arts programs.

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For decades, Bluestem Amphitheater has welcomed nationally recognized touring artists while remaining committed to its educational mission. The District seeks a promoter who shares that commitment and recognizes the unique opportunity to operate within a venue that balances professional entertainment with arts education.

During the summer months, the facility is home to Trollwood Performing Arts School (Trollwood), while also serving the community through concerts, festivals and other special events. Because of this dual mission, the selected promoter must be prepared to work within an established operating calendar that prioritizes educational programming while maximizing appropriate event opportunities.

The successful proposer will serve as an independent promoter responsible for producing and operating concerts while working collaboratively with the District to maximize the long-term success of Bluestem Amphitheater.

Purpose:

The District is seeking a long-term partner that can:

• Present high-quality national, regional and specialty entertainment.

• Maximize appropriate use of Bluestem Amphitheater.

• Respect the educational mission of Trollwood Performing Arts School.

• Operate concerts safely and professionally.

• Enhance the reputation of Bluestem Amphitheater.

• Develop collaborative sponsorship opportunities benefiting both parties.

• Build a successful long-term partnership with the District.

Venue Overview:

The attached Technical Packet provides detailed information regarding:

• Stage dimensions

• Production specifications

• Rigging information

• Electrical services

• Loading access

• Site maps

• Seating capacity

• Parking

• Accessibility

• Venue regulations

Proposers should rely upon the Technical Packet when evaluating artist compatibility and production requirements.

Venue Amenities

The venue includes:

• Amphitheater seating

• Performance stage

• Permanent concession buildings

• Restrooms

• Parking facilities

• Access roads and loading areas

• Basic utilities

• Technical Packet as previously described

• Artist dressing cabins

• Hospitality deck

• Production office

• Promoter office

• Catering space

• Merchandising Trailer

These facilities are shared amenities and are not available for exclusive seasonal use.

Annual Operating Calendar

Bluestem Amphitheater serves multiple users throughout the year.

Early Season

Event opportunities may be available beginning in May depending on local weather conditions.

During this period, construction of Trollwood's Mainstage musical production may be underway. Scenic elements associated with the musical production may occupy a portion of the stage and may limit the available performance area. The Mainstage scenic design changes annually, and the amount and configuration of available stage space will vary from year to year.

Proposers should be aware of these potential limitations. Trollwood will provide information regarding the anticipated stage configuration and available performance area as it becomes available.

It shall be the responsibility of the proposer to determine whether its production is compatible with the available stage configuration.

Summer Production Period

Events will be limited during the Trollwood Mainstage musical production season, generally from June 15 through late July or early August.

Late Season

Following completion of Trollwood’s Mainstage musical production season, the venue is generally available for events throughout the remainder of the operating season.

Event Scheduling

The District manages the scheduling of Bluestem Amphitheater. The selected promoter shall submit requested event dates for review and scheduling. Requested dates will be coordinated with existing venue commitments. Date requests may be held on a tentative basis while artists are being secured.

Should the facility be requested for the same date, the District may establish a confirmation deadline for the existing hold. Failure to confirm within the specified timeframe may result in release of the date to another event.

No event shall be publicly announced or placed on sale until the event date has been confirmed through the District.

Venue Operating Model

Bluestem Amphitheater is not operated as a full-service commercial concert venue. The District is a North Dakota public school district that manages Bluestem Amphitheater, located in Moorhead, Minnesota, under a long-term lease with the City of Moorhead. The District's primary mission is education, and it does not maintain the staffing, equipment, operational infrastructure, or commercial services that may be available at a convention center, arena, or other professionally operated entertainment venue.

Unless specifically identified in this RFP, the Technical Information Packet, or the final agreement as being provided by the District, the selected promoter shall be responsible, at its sole cost and expense, for all personnel, equipment, services, licenses, permits, contractors, vendors, and other resources necessary to plan, produce, operate, and settle each event.

Proposers are responsible for conducting appropriate due diligence regarding the facility and determining the personnel, equipment, services, infrastructure, and other resources necessary for their proposed events.

Proposers should not assume that any service, equipment, personnel, or operational support is available from the District unless expressly identified as being provided by the District.

The District requires proposers to participate in the facility walkthrough and review the Technical Information Packet before submitting a proposal.

Responsibilities of the Promoter

The selected promoter shall be responsible for all aspects of event production and operation, including but not limited to:

Artist Management

• Artist booking

• Contract negotiation

• Artist settlement

• Hospitality

Production

• Sound

• Lighting

• Video

• Staging

• Rigging

• Backline

• Production management

• All equipment and manpower necessary for production

Event Operations

• Security

• Hiring security

• Law enforcement coordination

• Emergency Action Plan

• Severe weather procedures

• Crowd management

• Evacuation procedures

• Stagehands

• Local labor

• Ushers

• Parking attendants

• Traffic management

• Medical services

• Event management

• Event cleanup

• Provide all personnel, equipment, supplies, and services necessary for event cleanup.

• Remove trash and debris from seating, audience, backstage, concession, vendor, and other areas used in connection with the event.

• Clean and restore areas used for the event to the condition existing prior to the event.

• Provide for removal and disposal of event-generated waste.

• Complete event cleanup within the timeframe established by the District.

Guest Services

• Ticketing

• Box office operations

• Merchandise

• Concessions

• Licensed alcohol service

• Obtain liquor license

• Provide alcohol

• Responsible server training including appropriate ID procedures

• Compliance with Minnesota law and District policies

Administrative

• Insurance

• General Liability – minimum of $2,000,000 per occurrence with District named as

Additional Insured

• Automobile Liability

• Workers’ Compensation

• Employer's Liability

• Liquor Liability

• Umbrella Liability

• Waiver of Subrogation

• Certificates must be submitted prior to every season

• Licenses

• Required permits

• Promoter shall be responsible for obtaining and paying for all licenses, permissions, royalties, and fees required in connection with each event, including applicable music performance licenses and fees.

• Compliance with all applicable laws

• The promoter shall defend, indemnify and hold harmless from claims arising from Promoter activities:

• Fargo Public Schools

• City of Moorhead

• Employees

• Board members

• Volunteers

Responsibilities of District

District responsibilities include:

• Management of venue scheduling

• Venue access in accordance with approved event dates

• Venue maintenance consistent with the lease agreement

• Technical information and venue specifications

• Basic utilities

• Administration of the venue's exclusive beverage agreement

• Oversight of venue policies and operational coordination

• Tables and chairs, if available and secured two (2) weeks in advance

The District reserves the right to reject events or artists that are inconsistent with the educational mission of the District, present unreasonable safety or operational concerns, or conflict with existing contractual obligations.

Except as expressly identified above or elsewhere in the final agreement, the District shall have no responsibility for providing event personnel, production equipment, event services, or other resources necessary to produce or operate an event.

Beverage Agreement

Bluestem Amphitheater currently operates under an exclusive Coca-Cola beverage agreement. The exclusive beverage vendor is subject to change.

The selected promoter shall purchase all covered beverage products through the District in accordance with the venue's exclusive beverage contract.

Sponsorship Opportunities

The District seeks a collaborative approach to long-term venue sponsorship development.

Proposals should describe:

• Experience securing venue sponsorships

• Strategies for developing long-term corporate partnership

• Collaboration with District in sponsor development

• Protection of existing District and Trollwood relationships

Financial Expectations

Proposers shall propose financial terms that meet or exceed the following minimum requirements:

• A minimum commitment of eight (8) events per operating season.

• A facility rental payment of not less than $15,000 per event.

• A minimum guaranteed annual payment to the District of $120,000, regardless of whether the promoter presents the minimum number of events or of the attendance, ticket sales, profitability, cancellation, or other financial performance of individual events.

• Facility rental payments shall be paid in full no later than the morning of each event, unless otherwise agreed to in writing by the District.

Any portion of the $120,000 minimum annual guaranteed payment not satisfied through facility rental payments shall be due to the District no later than December 31 of each operating season.

Proposers may propose financial commitments exceeding these minimum requirements. The District will consider the overall financial value, certainty of revenue, number and quality of events, and proposed payment terms when evaluating proposals.

Financial Risk

The selected promoter shall be solely responsible for the financial performance of each event, including all profits and losses and all financial obligations associated with artist guarantees, ticket sales, refunds, chargebacks, ticketing and merchant processing fees, production expenses, staffing, marketing, taxes, licensing and royalty fees, vendors and contractors, cancellations, and event operations. The District shall have no financial responsibility for event losses or obligations incurred by the promoter in connection with an event.

The parties shall meet at least annually to review operations, financial performance, scheduling, sponsorship opportunities, and potential improvements.

Contract Term

The District anticipates an initial five-year agreement, with up to two additional five-year renewal periods upon mutual written agreement, satisfactory performance, and Board approval.

Proposal Requirements

Proposers shall submit:

• Company background

• Financial stability

• Evidence demonstrating the proposer's financial capacity to fulfill its obligations under the proposed agreement, which may include financial references, a letter from a financial institution, audited or reviewed financial statements, or other information acceptable to the District.

• Experience with venues and references

• Concert promotion philosophy

• Operations plan

• Marketing plan

• Sponsorship strategy

Proposal Evaluation Criteria

A District review and selection committee will evaluate proposals based on the following criteria:

Criteria Weight

Marketing & Promotion Plan 25% Operations & Safety 25% Relevant Experience & References 25% Sponsorship Strategy 15% Financial Proposal 10%

Instructions to Proposers:

This request for proposals is being released on October 7, 2026.

A. Responses shall comply with all requirements and provide all information identified in this document. Responses found to be incomplete or failing to comply with these requirements may be considered non-responsive.

B. Responses, including attachments, shall not exceed 25 pages. The page count excludes the front and back cover, which may include images, logo, firm identification, or other content that is not a required part of the response.

C. Responses shall be in an 8 ½” x 11” format, using 1-inch standard margins with a font size not smaller than 12 point. Headers, footers, and page numbering can occur outside of the 1-inch standard margins.

D. All submissions must be submitted through the online Bonfire Portal at:

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities

E. Submissions by other methods will not be accepted. Minimum system requirements: Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. JavaScript and browser cookies must be enabled.

F. Vendors should contact the Euna Support team at Support.Bonfire@eunasolutions.com for technical questions. Vendors can also visit Bonfire’s help forum at http://vendorsupport.gobonfire.com/hc/en-us.

G. Submissions materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible to be evaluated.

H. Submissions may be amended, but only before the Submission Deadline. Proposers wishing to amend their Submissions may amend before the Submission Deadline directly on the Bonfire portal.

I. Late proposals will not be considered.

J. Any communication related to submissions, including the posting of Addenda, will be available on http://fargok12.bonfirehub.com. Any questions can also be asked through the available communication tools. Vendors must be registered and logged in to ask questions.

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Content of Proposal Proposals shall include the following sections in the order listed:

1. Executive Summary

• Provide an overview of your organization and why you are the best partner for the District.

2. Company Qualifications

• Include:

• Company history

• Ownership structure

• Years in operation

• Financial stability

• Organizational chart

• Primary contact information

3. Relevant Experience

• Describe:

• Comparable events

• Any experience hosting outdoor events

• National touring experience

• Public entity partnerships

• Provide at least three references.

4. Operating Plan

• Describe your approach to:

• Artist booking

• Event scheduling

• Staffing

• Security

• Crowd management

• Emergency response

• Weather contingencies

• Event cancellations or postponements

• Event cleanup

• Coordination with District staff

5. Marketing & Promotion Plan

• Describe:

• Advertising strategy

• Digital marketing

• Social media

• Public relations

• Sponsorship activation

• Expected attendance

• Provide sample marketing materials

6. Sponsorship Strategy

• Include:

• Existing sponsorship relationships

• Corporate partnership strategy

• Revenue opportunities

• Protection of existing District sponsorships

7. Financial Proposal

• Provide the proposed financial terms, including:

• Number of events proposed per operating season

• Facility rental payment per event

• Guaranteed annual payment to the District

• Proposed payment schedule

8. Reporting

• Describe your process for providing:

• Attendance reports

• Sponsorship reporting

• Annual performance review

• Advertising materials pre and post event

9. Insurance & Legal Compliance

• Provide:

• Proof of ability to meet insurance requirements

• Statement acknowledging indemnification and hold harmless

• Licenses and permits required

10. Additional Value

• Describe any additional services or benefits your firm would provide, such as:

• Educational partnerships

• Learner internships

• Artist master classes

• Community engagement

• Venue improvements

• Capital investments

Terms

A. District reserves the right to accept other than the lowest cost proposal, reject any or all proposals, waive informalities, and negotiate with one or more proposers regarding financial terms, operational responsibilities, and other elements of the proposed agreement prior to award.

B. District reserves the right to cancel this RFP in writing or postpone the date and time for submitting proposals at any time prior to the proposal due date.

C. No proposer shall have the right to make a claim against District in the event District accepts a proposal or does not accept any proposals.

D. Contract Award: Selection of a proposer does not constitute a binding agreement or create any contractual rights. Any award is contingent upon successful negotiation, Board approval, and execution of a written agreement acceptable to the District. If the District is unable to reach agreement with the selected proposer, the District may discontinue negotiations and negotiate with another proposer or reject all proposals.

E. Legal Compliance: Work performed shall comply with all state, federal, and local laws, including but not limited to those related to building, environmental, statutory, legal process, Occupational Safety and Health Act and the Fair Labor Standards Act.

F. Acceptance of proposals: District reserves the right to reject all proposals and to waive informalities, if, at its discretion, the interests of District will be best served thereby.

G. Validity of proposals: Proposals must be valid for at least 90 days.

H. Proposer responsibilities: Proposing firm is responsible for conducting necessary research and becoming familiar with conditions under which the work is to be performed.

1. District will not be responsible for any costs incurred by applicants in preparing proposals.

2. Applicants are held legally responsible for their proposals.

3. Applicants are not to collaborate, for the purpose of restricting competition, with other applicants or competitors in developing proposals.

I. Addenda to RFP: Any changes, additions, or clarifications to the RFP will be posted online at https://fargok12.bonfirehub.com.

1. Such addenda will be posted and will be part of the proposal package, having the same binding effect as provisions of the original proposal.

2. All addenda, amendments, and interpretations of this solicitation shall be in writing. District https://fargok12.bonfirehub.com/ shall not be legally bound by any amendment or interpretation that is not posted online.

3. All contact that a proposer may have had before or after receipt of this RFP with any individuals, employees or representatives of District, and any information that may have been read in news media or seen or heard in any communication regarding this proposal should be disregarded in preparing proposal responses.

4. District does not assume responsibility for receipt of any addendum provided online.

Attachments

Exhibit – Bluestem Amphitheater Technical Information Packet