Request for Proposals:
Production Manager/Crew, Stages, Sound and Lighting
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Event:Artscape 2008
Dates:July 18, 19 & 20, 2008
Hours of Operation:Friday & Saturday, 12-10pm; Sunday, 12-8pm
Location:Outdoors on Mount Royal Avenue, Cathedral StreetCharles Street / Baltimore,MDUSA
Multiple indoor venues throughout the neighborhood also showcase performing and visual arts.
Description:The largest free public arts festival in the country, Artscape features 150+ artists, fashion designers and craftspeople, including a first-ever section for DIY/independent crafters; visual art exhibits on and off site, including outdoor sculpture, art cars, photography and the Janet & Walter Sondheim Prize; incredible live concerts on four outdoor stages; a full schedule of performing arts including dance, opera, theater, fashion, film, experimental music and performances by the Baltimore Symphony Orchestra; family events such as hands-on projects, demos, competitions, entertainers and multiple street theater locations; and a delicious, international menu of food and beverages available throughout the site.
Website:
Attendance:Hundreds of thousands of people attend Artscape annually. Because the event is not ticketed, exact attendance figures are not available.
New for 08:Due to construction, the Bolton Yards food court is no longer a part of the festival. Instead, Artscape will have six (6) food courts at various locations throughout the festival site (see enclosed map). Additionally, Artscape will expand onto the 1400-1700 blocks of Charles Street.
The Main and Festival stages will remain in similar locations as they have in recent years.
Plans call for the DJ Culture stage to move into the flat parking lot at 1401 North Charles Street; the UB Stage will move to the intersection of Charles Street andLafayette Street.
RFP:The Baltimore Office of Promotion & The Arts, Inc. the non-profit organization that produces Artscape on behalf of Baltimore’s Festival of the Arts, Inc. (BFAI), is seeking proposals from qualified companies to provide production services and equipment for its concert stages.
Qualified companies may bid on individual, multiple or all of the (4) four elements listed below. This document
provides a general overview of the services and equipment
that the festival needs. Detailed specs are attached.
1.Production Manager/Crew
Working closely with the BOPA staff and production committee, the Production Manager advances all talent on the Main and Festival stages, and provides general guidance regarding talent performing on the DJ Culture and UB stages. The Production Manager hires and supervises the crew and stagehands for all (4) stages, including stage managers; building/hanging the stages, scaffolding, lighting and sound; also, the crew needed to produce 60+ concerts over the weekend. Artscape encourages applicants to contact IATSE Local 19 about their rates and services (contact info provided on the detailed specs).
- Stages
Artscape needs to rent (2) mobile stages: Main and Festival stages. Talent ranges from national to regional/local acts. See Artscape.org for an archived concert schedule.
- Sound
Artscape needs to rent sound equipment for (4) stages: Main, Festival, DJ Culture and UB stages. Sound is also needed at the runway stage for Fashion at Artscape and at the demonstration stage.
- Lighting
Artscape needs to rent lighting for (4) stages: Main, Festival, DJ Culture and UB stages. Lighting is also needed at the runway stage for Fashion at Artscape.
Proposals should include the following elements:
Quote/s, which should include any and all fees such as trucking, fuel, insurance, forklifts/s, golf cart/s, on-site personnel, hotel, delivery charges, damage waivers, etc.
Information about specific services and equipment.
Discussion of logistics, crew and physical arrangements.
Discussion of the potential for in-kind donations of equipment and service to the festival.
Description of post-event accounting and settlement procedures.
Breakdown of each party’s proposed responsibilities.
Background, references and any other pertinent information.
Review & Selection:
All proposals will be reviewed by members of the Artscape production committee (BOPA staff).
BOPA staff reserve the right to contact applicants with any questions or items that need clarification regarding their proposal before/during the review process.
Proposals will be evaluated based on cost, quality of equipment and/or service, industry experience, references, understanding of Artscape, and demonstration of a commitment to Artscape’s mission as America’s largest, free public arts festival.
BOPA staff will select those proposals that they deem to be in the best interest of Artscape for detailed review. These applicant/s will be invited to meet with the committee, and will receive the right/s to negotiate terms and conditions of a final contract with Artscape.
Artscape reserves the right to modify or change logistical plans, such as exact stage locations and equipment specs, as specific plans and acts are confirmed for Artscape 2008.
All decisions made by Artscape are final.
In addition to the fully executed contract, confirmed vendors will need to sign BFAI’s memo of understanding (attached).
BOPA may not be limited solely to the information provided by an applicants proposal, but may utilize other sources if found useful in evaluating the capabilities of the applicant.
Questions:Contact Shelia Goodwin, Events Director, 410.752.8632
To Arrange Site Tours:Contact Kathy Hornig, Festival Director,410.752.8632
2008 Timeline:
RFP released & posted on Artscape.org 01/31
Tours of the site available by appt 02/04-02/29
Deadline to submit proposals 03/07 by 4pm
BFAI awards the rights to negotiateby 03/14
Award announcedby 04/04
Deliver Proposals To:Rosalind Healy, Executive Director
Baltimore Office of Promotion & The Arts
7 East Redwood Street, Suite 500
Baltimore, MD21202
No faxes or emails, please.