Art Night Docent Coordinator Services

The City of Pasadena, California is seeking a vendor to provide art night docent coordinator services for two Art Night events scheduled for October 2026 and March 2027. The agency needs to solve the logistical challenge of managing outreach, training, scheduling, and coordination for all Art Night Docents, Student Ambassadors, and volunteers. The selected coordinator will ensure that all participating venues are properly staffed and that the events run smoothly. The scope of work requires the coordinator to develop volunteer and Docent outreach and recruitment materials, and to revise and prepare training documents and packets. The coordinator must organize, plan, and conduct training sessions, holding extra meetings if necessary to secure enough staff for the events. Responsibilities include assigning routes, emailing docents with details, answering questions, handling complaints, and reworking assignments as cancellations or no-shows occur. During the live events, the coordinator must supervise and coordinate volunteers, Docents, and Site Managers, connect Student Ambassadors with rides to their venues, and participate in post-event clean-up. If needed, the coordinator must also assist with the coordination of an online event in lieu of, or in addition to, the in-person event. This online coordination includes writing introductory scripts for each participating venue, as well as rehearsing, filming, and editing each script. The agency limits eligibility to onshore organizations based in the United States. All contracted work must be performed onsite in Pasadena, California. The agency has not disclosed a set budget and is looking for proposals to determine the cost of these services. Bidders must submit all questions regarding this opportunity no later than June 12, 2026.