MRB-15217 - USA (New Hampshire) - Event Administration and Organization - Deadline February 7,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: MRB-15217

Government Authority located in New Hampshire; USA based organization looking for expert vendor for event administration and organization.

[A] Budget: Looking for proposal

[B] Scope of Service:

(1) Vendor needs to provide event administration and organization.
- Vendor will co-sponsor the event with the Manchester school district (Manchester Central), per NHIAA and NFHS guidelines, and assume all financial costs and expenses, for operating the Manchester Invitational. The city of Manchester and the Manchester school district will accrue zero financial liabilities to the event.
- Vendor needs to identic the percentage of Event proceeds to be donated to the Manchester School District which should not be less than 50%. The final donation amount will be determined from Vendor's Profit and Loss spreadsheet, disclosed to the Manchester School District, and submitted within 30 days following the event.
- The Vendor must specifically provide the following provisions for Event Administration of the race.
- Sanctioning: The Vendor will be responsible for sanctioning the Manchester XC Invitational through the appropriate state & national associations, including the New Hampshire
Interscholastic Association and the National Federation of High Schools. The Vendor will be responsible for covering all costs associated with sanctioning the event.
- Permits: The vendor will be responsible for securing all necessary permits through appropriate governing municipalities & entities, including but not limited to the City of Manchester, Manchester School District, Special Events Office, Parks & Recreation, Health Department, Police Department, and Fire Department.
- Insurance: Vendor will provide Event Insurance, in the amount of I Million per occurrence, with the City of Manchester and the Manchester School District to be named as "Additional Insureds".
- Marketing: Vendor will market and promote the event regionally & nationally. Marketing to include, but not limited to event website hosting, and communication with schools and crosscountry coaches.
- Event Registration and Entry Fee: Vendor will facilitate Event Registration, including handling and collecting of all entry fees for the event. Vendor should have the capacity to conduct online registration and invoice teams, per appropriate accounting practices, including providing respective W-9 to teams paying entrée fees through their respective school district.
- Safety Personnel: Vendor will secure and manage all safety personnel for appropriate event administration; to include ACT's, EMT, Police, and Course Marshals.
- Event Infrastructure: Vendor will provide all event infrastructure to include, but not limited to, medical tents (supplies, cots, tables, chairs), metal barricades for crowd/course control at finish line, mile markers, starting line feather flags, cones for course directional, and tents for medical, registration, apparel, and concessions.
- Course Preparation: Vendor will execute all course preparation & grooming to include, but not limited to painting and marking course, clear debris from course (trees, branches, leaves, loose gravel).
(2) All the questions must be submitted no later than January 24, 2020  

[C] Eligibility:

Onshore (USA Only)

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office premises.

Expiry Date : Friday, 7 February, 2020

Question Answer Deadline : Friday, 24 January, 2020

Category : Marketing and Branding

Country : USA

State : New Hampshire

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