Description
The City of Cincinnati is seeking a qualified vendor to provide event planning services for the Rec @ Nite Teen Engagement Program. The program aims to provide safe, engaging, and culturally relevant recreational opportunities for teens during evening hours. The selected vendor will be responsible for planning, designing, and assisting with the implementation of the program, including event planning, onsite logistics coordination, marketing, and budget management. The vendor will also be required to collaborate with CRC leadership, staff, and teen advisory groups to develop a calendar of events and design inclusive and age-appropriate themes and formats.
Some key responsibilities of the vendor include:
• Identifying and coordinating youth-focused performers, DJs, artists, facilitators, and vendors
• Scheduling all vendors and working with CRC staff to arrange payment
• Providing a 'main event' each week that follows the theme for the event
• Providing calendar of activities with a daily event run of show
• Coordinating onsite all aspects of events at each site, including event set up prior to start time
• Securing and managing vendors, permits, rentals, and staff
• Overseeing setup, breakdown, and on-site execution
• Coordinating technical, safety, and venue logistics
• Providing schedule of staffing needs to CRC prior to event start
• Coordinating and recruiting volunteers for each location
The City has allocated a total budget of $200,000 to coordinate food, entertainment, vendors, supplies, and other activities for the program. The vendor will be required to manage event planning within the established CRC budget and procurement standards and provide transparent invoicing and vendor tracking.