RFI_Promoters_for_2025_Festivals_at_Kissimmee_Lakefront_Release_Number_CNR-24-035.pdf

To Whom It May Concern:

The City of Kissimmee is in search of promoters to host cultural, educational, music and art festivals at the Kissimmee Lakefront Park for calendar year 2025. The following months are open for potential festivals; May, August, and September of 2025. This Request for Information process will be conducted annually, and selected promoters/organizations will be placed on the Lakefront Park Events & Festivals Annual calendar (January-December). The proposal requirements & selection process are listed below. Please submit your proposal to Matt Libby at the following address or email by 5:00 p.m. on Friday, October 18, 2024.

Matt Libby, Assistant Director Parks & Recreation Department 101 Church St. Suite 330 Kissimmee, FL 34741 matt.libby@kissimmee.gov

PROPOSAL REQUIREMENTS/SCOPE:

1. The name and contact information of the individual or business who shall execute the Special Events License Agreement with the City if the proposal is selected. The contact information shall include a physical address, a telephone number, and an email address.

2. A brief and concise summary of your organization/event including any previous events/festivals you have held within the City of Kissimmee or elsewhere.

3. A brief and concise summary that describes the festival details including expected number of participants, activities/entertainment, targeted age group, preferred date from available months listed above and any other pertinent information.

4. A brief summary of the events marketing plan including budget, sponsorships, social media presence, etc.

5. Provide at least three (3) professional references from industry related partners or past performance host/venues, including the name and contact information for each reference.

6. Review & agree to adhere to all safety & operating guidelines outlined in the City of Kissimmee event handbook, (Download Handbook) license agreement, fees and charges and applicable city policies and codes.

SELECTION PROCESS:

The City of Kissimmee Parks & Recreation Department shall evaluate and score each proposal that includes the above criteria. The method of scoring is listed below. The Parks & Recreation Director or designee shall make the final determination as to which promoter/company/organization will be awarded the special event license agreement for the available open time frame.

mailto:matt.libby@kissimmee.gov https://www.kissimmee.gov/home/showpublisheddocument?id=7396

1. Organization & Experience (50 Points)

• How long has the sponsoring organization been incorporated?

• Has the sponsoring organization produced and event in the City of Kissimmee before?

• Has this specific event been produced before?

• What is the uniqueness of the event?

• How does the proposed event benefit the residents?

2. Event Revenue & Economic Impact (25 points)

• Will proposed event impact local businesses?

• Itemized budget of event.

3. Marketing (15 Points)

• How does proposed event benefit image of reputation of City of Kissimmee?

• Identify all forms of advertisement to be used and timeline.

• Budget commitment towards advertising event.

4. Collaboration (10 Points)

• We strongly encourage collaborating with other non-profit groups or local vendors to support the event. Please state the commitment of other groups.

THE CITY OF KISSIMMEE RESERVES THE FOLLOWING RIGHTS:

1. To accept and/or reject any or all proposals, to waive any minor informalities and to award based on the best interest of the City of Kissimmee.

2. The City of Kissimmee is not responsible for any costs incurred in the preparation of the proposal by interested individuals.

3. To award the contract for the 2025 calendar year.

4. To awards contracts based on the diversity of events and will not award similar events within a 45 day window.