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Event Planning, Management, Production and Evaluation Services

CaliforniaCalifornia, USADue Tuesday, November 10, 2026
Client
California
RFP Number
MRB-56845
Posted
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Category
Marketing and Branding
Budget
Looking for Proposals
NAICS
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Set-aside
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Contact
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Description

AI Generated

The buyer seeks a USA-based vendor to provide offsite event planning, management, production, and evaluation services. The requested scope includes event programming, vendor management, sponsorship development, entertainment booking, operational logistics, financial coordination, traffic control, site layout, equipment coordination, and online ticket sales. The vendor must handle marketing, advertising, event branding, social media promotion, and fundraising, alongside volunteer recruitment, training, scheduling, and staffing. The buyer requires the vendor to establish a sustainable event model that reduces the buyer's direct financial exposure and risk management expenses, maintains safety, prioritizes local hiring and purchasing, and promotes inclusive, family-focused community events using buyer-provided route and site maps. The buyer asks vendors to submit proposals for the project budget. An optional, in-person proposer conference occurs on October 1, 2026. Vendors must submit all questions no later than November 4, 2026.

Key solicitation details

AI-extracted from RFP Edited with Legal Corrections.docx. Confirm against the original documents before bidding.

The City of Hollister is requesting proposals from qualified event producers, organizations, and event management firms to plan, organize, operate, and evaluate up to four marquee events, including the Hollister Biker Rally. The vendor will be responsible for overall event operations, programming, vendor coordination, marketing, and safety to establish Hollister as a premier event destination. Eligible bidders include onshore US organizations with relevant large-scale event e…

Issued by
City of Hollister
RFP Release Date
August 28, 2026
In Person Optional Proposers' Conference
October 1, 2026 8:00 a.m. -12:00 p.m.
LAST DAY TO SUBMIT QUESTIONS
November 4, 2026
DEADLINE
NOVEMBER 10, 2026
INTERVIEWS (Tentative)
NOVEMBER 16, 2026
FINAL SELECTION
NOVEMBER 20, 2026
How to submit
Electronic via the agency portal
Submission details
Submit electronically via BidNet Direct at https://www.bidnetdirect.com/california/cityofhollister. Must be dated and signed by an authorized representative.
Contract term
Duration of the Project
Estimated value
Looking for Proposals
Place of performance
Hollister, CA (Offsite performance for vendor office premises work)
Insurance and bonding
Commercial General Liability of $2,000,000 per occurrence; Automobile Liability of $1,000,000 per accident; Workers' Compensation with Statutory Limits and Employer's Liability of $1,000,000; Professional Liability of $2,000,000 per occurrence/claim and aggregate.

How proposals are evaluated

Experience producing similar large-scale events35
Local hiring and procurement of goods and services commitment25
Proposed operational approach15
Creativity and community benefit15
Cost-effectiveness / financial feasibility10

Scope of work

  • Overall event planning, coordination, logistics, timeline development, and production planning
  • Provision of a professionally produced drone light show for the Hollister Biker Rally
  • Online ticket sales, fundraising, and sponsorship development
  • Vendor coordination, recruitment, tax collection, and food/merchandise coordination (cashless transactions only)
  • Marketing, event branding, advertising, social media promotion, and community outreach
  • Volunteer recruitment, training, scheduling, and management
  • On-site operational logistics including staffing, security, restrooms, medical services, fire protection, and cleanup
  • Compliance with permitting, safety planning, event insurance, and risk management

Minimum qualifications

  • Onshore (USA organization Only)
  • Demonstrated prior experience producing and managing public events of comparable size and scope
  • Maintain all required licenses, credentials, permits, and legal qualifications
  • Insurers authorized to conduct business in California with an A.M. Best rating of no less than A:VII

Documents to include with the bid

  • Company/organization background
  • Relevant event experience and references from at least three public agencies for similar events
  • Proposed name, date, length, theme, and approach for each event
  • Proposed focus location and map for each event
  • Funding model selection (Option 1 or Option 2) and implementation description
  • Staffing plan, budget proposal, and revenue generation strategy
  • Marketing plan and sponsorship plan
  • Insurance information
  • Acknowledgement of receipt of addenda
  • Iran Contract Act certification (Public Contract Code §2204)

Verify important details

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1 available fileDocuments checked

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