Event Producer for California Arts Council's 50th Anniversary

The California Arts Council (CAC) is soliciting proposals for an Event Producer to manage and execute the organization's 50th Anniversary Awards Ceremony, to be held in Sacramento. The event will recognize the impact and legacy of the Council's founding members, California artists, arts leaders, and organizations that have contributed to the state's cultural and civic life. The ceremony will host up to 250 attendees, lasting a maximum of two hours, and require comprehensive event production services including venue selection, vendor management, catering, AV/lighting, decor, entertainment, security, and staffing. Key deliverables include an event production timeline, final budget, vendor list, run-of-show script, invitation design, event day production, and a post-event summary report. The RFP includes a detailed evaluation process with administrative (pass/fail), technical (70 points), and cost (30 points) scoring phases. Critical dates include a bidders' pre-conference on December 11 and December 15, 2025, with written questions due by December 15, proposal submission deadline of December 22, 2025 at 5 PM PST, and an anticipated notice of intent to award by December 30, 2025.

The procurement is open to various California-based entities, including independent contractors, individuals, sole proprietors, partnerships, California Certified Small Businesses (SB), Disabled Veteran Business Enterprises (DVBE), 501(c)(3) nonprofit organizations, private for-profit organizations, and joint powers agreements. While the procurement is exempted from mandatory small business and DVBE requirements, certified small businesses may claim a 5 percent preference, and bidders with DVBE participation are eligible for incentive points. Contractors must maintain general liability insurance of at least $1,000,000/$2,000,000, professional liability insurance of $1,000,000/$2,000,000, and workers' compensation coverage. The contract has a maximum budget of $90,000, with the contractor permitted to request an advance of up to 25 percent of the contract award. Travel reimbursement is capped at $5,500, and lodging at $7,500, with all expenses required to comply with California state travel rates. The contract term runs from January 2026 through January 2027, with payment made in arrears on a 45-day net basis following invoice submission.