Proposal - Hocker Productions
Scope of Work, Responsibilities, Funding
City of La Quinta Events
Hocker Productions will be responsible for all aspects of the production,
organization, management and implementation of two Lifestyle Events:
(1) Brew in LQ and (2) Tacos and Tequila Fiesta to be produced in May
and November 2022 in coordination and cooperation with the City of
La Quinta.
The best plan for these two events would be a full partnership with the
City of La Quinta, where as Hocker Productions would be provided a
minimum of $30,000 per event and Hocker Productions would solicit
local, regional and national sponsors and would retain the sponsorship
income to build the events, and raise the stature and visibility.
HOCKER PRODUCTIONS:
1. Develop a detailed timeline of activities and produce, book, secure,
and coordinate a schedule of primary events in accordance to the
festival’s themes. Activities shall include: staging/lighting/sound, food
(restaurants/food trucks), LIVE entertainment, spirits and bar
coordination, and other activities that will draw attendees. Build upon the
successful activities of the past festivals. Provide support for and
encourage ancillary events in support of the main event’s programming
i.e. press launch event and major donor/sponsorship VIP event.
2. Work with the City’s Communication and Events Manager/Team to
allow the involvement of the City Council, and any other City related
officials, in the festival.
3. Attend and coordinate in-person or virtual meetings with City’s event
planning representative(s). Provide timely and accurate reports
regarding the progress of event production at each meeting.
4. Provide review at meetings of overall event plans and follow direction
on all safety related issues including City of La Quinta Fire & Police
Departments policies, procedures and regulations.
5. Draft detailed line-item budgets identifying all of the anticipated costs
to plan, produce, organize, manage, and run the Events, including
without limitation, payment to any performers, artists, vendors or service
utilized for the Events, and identifying all of the anticipated revenues for
the events (whether from sponsorships, ticket sales, merchandise sales
or otherwise). Do a final re-cap budget of actual income and expenses
which compare each identified budgeted cost with the actual expense
for those items and provide same to City within thirty (30) days after the
end of the events.
6. Maintain line of communication with the City staff and cooperate with
the City and its representatives.
7. Recruit, hire, train, coordinate and supervise all staff and volunteers
and all their activities as required.
8. Provide a site map, event layout, and staging plan to City’s event
planning representative(s) for approval at least sixty (60) days prior to
the event.
9. Event will be planned under a Rain or Shine implementation plan.
10. Procure and maintain, at its sole cost and expense, policies of
insurance to include Comprehensive general liability and personal injury
with limits of at least one million dollars ($1,000,000) or additional as
specified by the City of La Quinta. Certificates of insurance evidencing
the foregoing and designating the City, its elected official, officers,
employees, agents, and volunteers as additional named insured shall be
provided prior to commencement of services.
11. Solicit, procure, or otherwise obtain sponsors for the Event who
provide goods, services, or the payment of money to Hocker
Productions in exchange for recognition.
Contractor shall primarily use any goods, services or money received
from such sponsors to pay or offset the costs of planning, producing,
organizing, managing, and running the Event, and may secondarily
keep excess monies as additional non-City compensation. Contractor
may offer sponsors predetermined sponsorship recognition packages
(e.g. tickets, passes, tables, preferred seating, VIP status, and similar
benefits and privileges) in accordance with their level of sponsorship.
Sponsors may choose to direct their sponsorship to support either the
overall Event or a specific Event Activity. If the sponsor chooses a
directed donation, Contractor shall ensure it has received written
instructions from the sponsor indicating the allowed use of the
sponsorship.
12. Use all available efforts and resources to promote and market the
Event, which may include use of social media, print ads, broadcast
spots, and recruitment of business and organizations to participate in
the event as sponsors or vendors. Hocker Productions shall coordinate
all its promotional and marketing efforts with the City of La Quinta to
ensure consistency of messaging.
13. Provide complete staffing for all events and administrative
operations. Recruit, hire, train and supervise event staff as needed.
14. Be responsible for all printing, production, processing, mailing,
postage, event signage, and any/all other costs associated with
operation and production of activities including items such as T-shirts,
program book, and step and repeat.
15. Oversee all recruitment of participants, vendors, and entertainers.
16. Work with City officials and honor sound curfews for surrounding
neighborhoods.
17. Obtain, at its own cost, all licenses, inspections, certificates and
permits required for the Event from any governmental agency other than
the City having jurisdiction over the Events, the Site, an Event Activity,
or some aspect of the Events (e.g. health permit, alcohol license,
flyover, etc.,) including the licenses, inspections, certificates or permits.
Hocker Productions would be responsible for timely completing and
filing all necessary applications and related documents and materials
reasonably necessary to obtain the required licenses, inspections,
certificates or permits. Contractor shall provide City of La Quinta copies
of any issued license, inspection report, certificate or permit and shall
maintain the original or a certified copy of each onsite during the Event
and available for inspection by City of La Quinta or any issuing
governmental agency.
18. Provide proper private security services in conjunction with City of
La Quinta Police Department to oversee event activities, ensure crowd
control and safety, and enforce all permits.
CITY OF LA QUINTA:
1. City shall provide compensation to Hocker Productions in the amount
of $30,000.00 per festival to produce, organize, manage, and run
event(s).
2. City shall be responsible for providing water, food, green room, and
restrooms for City of La Quinta Council Members, staff and other special
guests of the City during festival, if it is not coordinated with Hocker
Productions in advance as part of the overall production plan.
3. The City shall provide road-closure and public safety (police, fire,
emergency medical) services and personnel.
4. City is responsible for all printing, production, processing, mailing,
postage, signage, and any/all other costs associated with road closure
activity related to the Events.
5. City shall secure all City services and City permits for activities on the
Site, provide support and waive fees for activities planned at City owned
and controlled properties.
6. If required, City of La Quinta shall be responsible for notifying all
property and business owners of any anticipated dates, times, and
length of any street closures due to the Event through the
Communication and Events Department.
7. City shall meet all ADA Site accessibility and similar requirements
and shall address special needs of spectators on the Site and in all City
owned property in coordination with Hocker Productions.
8. City shall provide road closure and public safety services and
personnel, if required for the Event.
9. City shall be responsible for ordering and placement of the portable
restrooms. The number of portable restrooms shall commensurate with
the expected attendance.
10. City shall place City owned metal interlocking barricades at
congested areas at the Site.
11. City shall provide trash maintenance service.
12. City shall provide any required traffic cones with holes in top to
delineate areas where cars or pedestrians need to funnel through.
13. City shall provide use of pop-tents, chairs, table etc. that may be in
the City inventory.
14. City shall provide City owned light towers, if required, for set up on
City property.
15. City agrees to assist in the promotion and marketing of the Event
and will utilize its social media sites, website and e-blasts for that
purpose as the City determines is appropriate.
Hocker Productions is thrilled to have the opportunity to present its
skills in the production, organization, and management of two of the City
of La Quinta’s premiere events. Please let me know if you have any
additional questions during the RFP process.
Sincerely,
Jeff Hocker, Executive Producer
Hocker Productions
Office: 2286 North Indian Canyon Drive, Unit E
Palm Springs, CA 92262
Jeffhocker1@gmail.com
Ph: 760-409-1530
www.HockerProductions.com