2025 downtown definitely events rfq
The Rochester Downtown Development Corporation (RDDC) invites interested consultants or consultant teams to submit their qualifications for planning, managing, and executing the 2025 Downtown Definitely Events series in downtown Rochester, NY. This RFQ aims to identify the most qualified candidates who demonstrate a deep understanding of outdoor event production, community engagement, and successful execution in urban settings.
Scope of Work Overview
Qualified consultants will demonstrate expertise and capacity to provide comprehensive planning, management, and execution for:
Outdoor public events such as movie nights, festivals, and midweek bashes.
Event services in collaboration with partners like the City of Rochester for flagship events.
Riverfront activations and innovative programming to attract diverse audiences.
Coinciding digital and print promotional campaigns that maximize press visibility and drive attendance and community participation.
This RFQ seeks to assess the ability of potential consultants to handle the above responsibilities and deliver exceptional event experiences in 2025.
Submission Requirements
Interested consultants should submit the following:
Letter of Interest: Not to exceed 1-page, outlining your team’s qualifications and understanding of project.
Team Structure: Names, roles, and resumes of key personnel.
Portfolio: 3-5 examples of recent projects demonstrating a proven history of planning and executing outdoor events, preferably in an urban setting.
References: Contact information for at least three professional references.
Additional Information: Any other relevant materials that highlight your expertise or innovative approaches to similar projects.
Evaluation Criteria
Submissions will be evaluated based on the following:
Relevant experience and expertise.
Demonstrated success in similar event management projects.
Examples of past projects that showcase engaging, memorable programming.
References and feedback from past clients.
Commitment to serving diverse audiences and fostering inclusivity.
RDDC will shortlist the most qualified consultants for the next phase, which will involve submission of detailed proposals under an RFP process.
Timeline
RFQ Release Date: November 26, 2024
Submissions Due: 5 PM EST, December 13, 2024
Shortlist Notification: December 20, 2024
Submission Instructions
All submissions should be sent electronically to: John Connors, jconnors@rddc.org
Diversity Commitment
The Rochester Downtown Development Corporation is committed to maintaining a diverse supplier and vendor base. All qualified applicants will be afforded equal opportunities without discrimination because of race, creed, color, national origin, sex, age, disability, or marital status. Selected consultant(s) shall likewise be committed to not discriminating against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability or marital status, and shall undertake or continue existing equal opportunity programs to ensure that minority group members and women are afforded equal employment opportunities without discrimination.