RFP #27-002 Downtown Event Services

The City of Albany is seeking a qualified event planner or event planning firm to assist with planning, coordinating, and executing downtown events on an as-needed basis. The selected event planner will work directly with the Downtown Manager and coordinate with City departments, vendors, volunteers, and event participants as needed. The scope of services includes developing event concepts, coordinating vendors and participants, managing event flow, and providing post-event summary reports. The City anticipates needing event planning support for signature downtown events such as the Celebration of Lights, Food Truck Frenzy, and Shop and Stroll. • The event planner will be responsible for developing event concepts, themes, timelines, and event plans. • The event planner will coordinate vendors, participants, entertainers, volunteers, and service providers. • The event planner will assist with event layouts, setup plans, signage, and event-day logistics. • The event planner will coordinate with City departments regarding public safety, parking, road closures, vendor access, and cleanup. • The event planner will manage event flow and run-of-show. • The event planner will provide all contractor staffing needed for setup, event-day coordination, and post-event follow-up. • The event planner will provide a short post-event summary report to the Downtown Manager. • The event planner will complete all work within the approved event budget and City requirements.