Agenda - Council - 02/28/2023 - Laserfiche WebLink

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2 • Draft day -of documents for relevant stakeholders including: o production timeline (from load -in through load -out); festival "run of show;" and master production contact list • Coordinate relevant vendors on -site, overseeing load -in, event set-up, and break -down, and load -out (assumes two-day load -in + one -day load -out) • Manage event support team + facilitate volunteer check -in -- Lucent Blue Events team staffing to include: • Producer and Project Manager on -site full days for first day of load -in • Producer, Line Producer, Project Manager, and Site Coordinator on -site for second day of load -in and up to 12 hours on day -of • Project Manager on -site for breakdown (one day) • Conduct post -event follow-through with related vendors and stakeholders This scope assumes estimated staff time at 30-35 hours per month in May, June, and July; 40-45 hours in August; and 130-140 hours (among 4 staffers) in September. This also assumes an event budget of $50-$80k and planning and production tasks related to vendors and elements highlighted on the 2023 Master Planning Table shared 1113122. Should the budget or number of vendors increase significantly, an updated scope of work will be proposed. Investment: $16, 810 REVENUE STRATEGY Et BUDGET MANAGEMENT SERVICES • Review and analyze past event budgets, sponsor levels, and registration fees (for up to three prior years) • Host a budget review Et sponsorship strategy meeting • Advise on the creation of updated sponsorship solicitation materials • Oversee master event budget, create vendor payment schedule, and track revenue and expenses • Make cost -saving recommendations as proposals and contracts come in • Coordinate logistical needs for key sponsorship activations • Review reconciled budget post -event and make recommendations for the following year Investment: $2, 650