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 the outreach, training, scheduling, and coordination of all Art Night Docents and Student Ambassadors. 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, as well as revise and prepare training packets. The coordinator must organize and conduct training sessions, holding extra meetings if necessary to secure adequate staffing. During the events, the coordinator will assign routes, manage communications, handle complaints, supervise personnel, rearrange assignments for no-shows, and assist with post-event clean-up. If the agency holds an online event in lieu of or in addition to the in-person event, the coordinator must assist with online coordination, which includes writing, rehearsing, filming, and editing introductory scripts for each participating venue. Eligibility is restricted to onshore organizations based in the United States. The performance of the work must take place onsite in Pasadena, California. The agency has not disclosed a specific budget and is looking for proposals to determine the cost. All questions regarding this opportunity must be submitted to the agency no later than June 12, 2026.