Pier_Events_Management_Scope_of_Work.pdf

Pier Events Management Scope of Work and General Terms

4.25.25

General Programming:

Contractor is responsible for programming events (including booking events) at the Municipal Pier District and marketing and promoting such events that will be conducted at the Municipal Pier District in accordance with the Marketing Policy and the Booking Policy, which is attached hereto and made apart hereof as Appendix A and Appendix B. Each Fiscal Year, Contractor shall also meet the minimum acceptable event type levels set forth in Appendix C.

Provided that Contractor complies with all naming rights agreements applicable to the Municipal Pier District, Contractor may enter into sponsorship agreements for events conducted at the Municipal Pier District.

Third Party Event Rentals:

Contractor is responsible for managing and coordinating all aspects of third-party rentals (private or open to the public) of programmable event space including, but not limited to,

(i) marketing and promoting available event space for rent

(ii) handling on-site showings and tours to prospective rental clients,

(iii) filtering leads and requests,

(iv) coordinating all permit applications

(v) ensuring scheduling doesn’t interfere with other City events including maintaining schedule of events on Pier Event Calendar

(vi) providing cost estimates and having user execute a use agreement (on the form provided by the City).

(vii) ensuring required insurance is obtained and providing evidence of such insurance to the City,

(viii) managing storage,

(ix) providing booking/client management software,

(x) maintaining staffing to oversee all aspects of event/use of space,

(xi) managing all vendors associated with the event/use of space and

(xii) coordinate ancillary services (security, janitorial, etc.), as required.

General Requirements

• Contractor shall submit a proposed annual calendar of events within thirty (30) after the Effective Date and shall provide monthly updates to such calendar by the fifth (5th) days after each month during the Term.

• Contractor shall submit monthly reports to the City by the fifteenth (15th) day after each month that include:

(i) The number of inquiries for events at the Municipal Pier District that Contractor has received broken out by inquiry type (e.g., weddings and festivals).

(ii) A Budget Variance report for all events conducted at the Municipal Pier District during the quarter, to include a description of the event along with a summary of Event Revenues and Expenses related to such event.

• Contractor shall submit annually:

(i) Fiscal Year Budget that includes revenue and expenditures. The revenue projections will include a schedule of events by month that include a description of event and event level and type.

(ii) Year End Summary of events that occurred by month, level and type.

The summary should include attendance and total number of events.

• Contractor shall attend meetings with City Administration, City Council, Co- Sponsored Committee meetings as required for each event. Additionally, Contractor shall attend bi-weekly meetings with Pier Marketing team and shall schedule and provide bi-weekly event update meetings with Pier Staff.

• Events at the Pier are critical to support visitor engagement, increase visibility of and promote the Pier, keeping the Pier fresh for locals and giving everyone a reason to keep returning. Additionally, events provide additional revenue for the Pier. It is the expectation of the Pier Events Manager to promote and provide creative strategies to bring quality programming and event rental business to the Pier.