Kentucky State Fair Board Entertainment Manager

The Kentucky State Fair Board is issuing Request for Proposal 235 2600000369 for a Personal Service Contract to hire an Entertainment Manager for the Kentucky State Fair, an eleven-day annual event held at the Kentucky Exposition Center in Louisville. The Entertainment Manager will be responsible for booking entertainment acts, negotiating contract terms with entertainers and their agents, reviewing contracts, and producing stage performances. The position encompasses comprehensive entertainment coordination including all production elements such as security, stagehands, sound and lighting services, catering, and transportation, while working within parameters established by the Board and utilizing the KSFB's Purchasing Department for procuring necessary items and services. Required qualifications include documented previous experience in booking entertainment acts, managing stage productions, and negotiating contracts for state fairs, festivals, or other mass entertainment events. Evaluation of proposals will be conducted on a 1,000-point scale comprising technical evaluation (600 points) and cost proposal (400 points), with technical points allocated for previous experience (350 points) and personal qualifications and expertise (250 points). Written questions from vendors were due by 3:00 PM on March 27, 2026, with anticipated Commonwealth responses by April 3, 2026, and all proposals due electronically by 3:00 PM EST on April 10, 2026. The initial contract term is anticipated to run from July 1, 2026, through June 30, 2028, with the KSFB reserving the right to renew for up to two additional two-year periods, subject to Legislative Research Commission Government Contract Review Committee approval.

The solicitation does not specify any set-aside designations or restrictions limiting the types of organizations that may respond, nor does it identify any incumbent vendors or current contractors. Vendors must be pre-registered in the Commonwealth eProcurement System prior to submission (allowing 24 to 48 hours for registration completion) and must submit all proposals electronically through Kentucky's Vendor Self Service system. Offerors must agree to receive no additional compensation from artists for services rendered, and all expenses for reimbursement must be itemized separately on the designated Cost Proposal Form. No specific award value or budget range is provided in the solicitation documents; instead, pricing will be evaluated as part of the 400-point cost component with the KSFB reserving the right to negotiate fair and reasonable compensation based on submitted pricing. All proposals must remain valid for a minimum of six months after the proposal due date, and the Kentucky State Fair Board reserves the right to reject any or all proposals, request clarifications, conduct discussions with offerors, and request Best and Final Offers. The Agency Contact for this procurement is Tim Wiard at 502-367-5245 or tim.wiard@kyvenues.com.