Event Management RFP Issued By City of Highland Park

2022-01-03 by EPR Staff

The City of Highland Park, Illinois (“City”), seeks proposals, including qualifications and quotes, from

event planning agencies with municipal experience to develop and implement original events and other

City programming from June 15 – December 15, 2022. The primary project objective is to create a

fun community atmosphere and attract visitors to the City’s Central Business District, hereinafter

“Uptown Highland Park” to support local businesses.

The events will take place in a new concept space named Uptown Crossing. Uptown Crossing will

feature alfresco dining, an entertainment stage, bocce ball courts, and large-scale chess games. Visitors

and residents will have the opportunity to order carryout food and beverages from local restaurants

to bring and enjoy at the dining area. The space will have a stage, canopy, tables and chairs, portable

bathrooms, hand wash and hand sanitizer stations, and trash/recycling containers. To create this

unique space, the City plans to convert the south portion of an existing surface parking lot at Central

Ave. and St. Johns Ave., also known as the North St. Johns Parking Lot for this temporary and

seasonal event location. Attached is the concept site plan.

A full slate of programming during the first season is key to the success of this new community space.

The City may have French Market operate in the space on Sunday mornings, and on occasion, local

restaurants may sell food, and those with a valid liquor license may be invited to sell beer, wine, and

spirits. Guest breweries and distilleries may also be invited. BYO homemade food or beverages will

not be permitted. Fitness businesses may apply to use the space for classes, and organizations may use

the area for a fee when the City does not have programming. In addition to these uses, the City intends

to host a series of major community events and festivals from June 15 – December 15, 2022. These

events are intended to attract Highland Park residents and regional visitors as well.

The selected agency will be tasked with developing, planning, and managing these events. The agency

will also be responsible for event marketing, including related artwork design and collateral production

and installation. While the City welcomes a fresh and creative look for the events, the creative must

align with the City’s existing brand standards, which can be provided upon request, including primary

and secondary logos and brand uses, brand colors and typefaces, and templates for print collateral.

Project Objectives:

Annual programming of ten mid-size events

Create a fun community atmosphere to attract visitors to Uptown Highland Park and

support local businesses

Promote Highland Park and as a vibrant regional destination (Chicago, North Shore,

northwest suburbs, southern Wisconsin)

Increase regional awareness of Highland Park businesses and restaurants

Scope of Work

  • Develop nine unique event concepts, e.g., music, food, antiques, dance, literary festivals, and
  • vendor markets.
  • Create event brand and identity for each concept
  • Manage the City’s Heart of the Holidays event series (considered one event, but occurring
  • over multiple weekends)
  • Manage all components of the events, including but not limited to:
    • Book and manage entertainment, vendors, and partnerships with local organizations
    • and other event companies
    • Review and negotiate contracts
    • Create and manage event timeline and logistics
    • Equipment rentals
    • Staffing plans and on-site event management
    • Janitorial plans
    • Security plans
    • Photographer/Videographer
    • Event signage
    • Coordinate marketing with the City and its marketing agency
    • Promote events to media agencies
    • Permitting and City regulations
    • Seek sponsorship opportunities
  • Coordinate City event calendar

Secondary Scope:

  • Create rental packages for Uptown Crossing
  • Create brochure for rental opportunities
  • Corporate events
  • Personal events
  • Fitness classes
  •  

Closing Date

5:00 PM, Friday, January 7, 2022

Submission

Submittal Deadline: Submit all materials in a single electronic PDF file to cityhp@cityhpil.com by

5:00 PM, Friday, January 7, 2022. Proposals submitted after the deadline shall not be considered

for this selection. All submissions must be electronic; hard copies will not be accepted.

Notice of Submittal: If you intend to submit a proposal, please email cityhp@cityhpil.com and

provide your name, address, telephone number, and email address

Relevant agencies to consider include APCO Worldwide and Hunter PR.