RFP R26-004 Concert Promotional and Management Services

Radford University, in partnership with the City of Radford, Virginia, has issued Request for Proposal R26-004 seeking qualified contractors to provide comprehensive concert promotional and management services. The primary objective is to recruit, promote, and manage performer and concert events that enhance campus and community engagement while generating event revenue. Contractors may propose either a single concert event or a four-to-six-month concert series scheduled between April and October. Key deliverables and responsibilities include event operations, artist recruitment and programming, ticket pricing and sales, marketing and promotion, security coordination, permits and licensing, concession management, and comprehensive financial oversight. The contractor must propose a commission structure based on gross sales from ticket sales, concessions, parking, and merchandise, subject to University and City approval, with financial reporting due within ten days post-event and commission payments due within thirty days. Evaluation criteria include qualifications and experience (25%), quality of products and services (25%), methodology (20%), financial considerations (20%), and Small, Women-Owned and Minority-Owned business participation (10%). An optional pre-proposal conference will be held on April 15, 2026, at 11:00 A.M. EST via Zoom, written questions must be submitted by April 24, 2026, at 3:00 PM EST, and proposals are due by May 15, 2026, at 11:00 AM EST via in-person delivery, mail/courier, or electronic submission through eVA.

The initial contract term is two years with three optional two-year renewal periods available subject to mutual agreement, satisfactory performance, and funding availability. The contractor bears full financial responsibility for any revenue deficiency from ticket sales that do not cover guaranteed artist compensation and related expenses and must obtain all required permits, licenses, and insurance including $1,000,000 in general liability coverage with the University named as additional insured. The contractor is responsible for performance royalty payments and must maintain PCI compliance for payment card data while providing auditable financial records for five years. No specific incumbent vendors or budget ranges are identified in the solicitation materials. The University reserves the right to cancel the contract with sixty days' written notice and may award multiple contracts from this solicitation. SWaM business participation is evaluated as a criterion representing ten percent of the total evaluation score.