HomeMy WebLinkAboutRESPONSE - RFP - P 854city 4-7ori C.M.-4 i /aiural rea6
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ProroJaC f /umLr: P- 854
Submitted by:
event planning
Wednesday, August 07, 2002
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Colorado State University, the US Department of Agriculture, and the 26 local producers and
restaurants to achieve this goal. Organic eateries and grocers will be approached for ideas as well.
When attempting to adequately serve 500 people, Party On Event Planning would suggest a menu of
appetizers, desserts, and beverages that accommodates the negotiated "green" criteria and special
diets (vegetarians). Party On Event Planning will identify and propose simple food and beverages
that reflect the "harvest season" like:
Bid Preparation Party On Event Planning will identify possible menu ideas at our first
meeting. The 10-year planning committee will agree upon the menu
criteria in order to issue a Scope of Work for bidders. Criteria should
include: environmental ethic, menu diversity, ability to cater for 500,
and willingness to recycle and compost.
M[l lcal Acts Estimated Hours: 12
The selection of musical acts will help create the desired event atmosphere. Musical act selection
will depend on the public outreach goals set forth by the 10-year planning committee. A variety of
small, local musical acts could serve to diversify the evening or a popular headliner could culminate
the evening's activities. Party On Event Planning will identify those musicians suited to the desired
atmosphere based on the committee's recommendations.
Action Item Party On Event Planning will solicit musical samples from a variety of
local musician (...and genres) for presentation to the 10-year planning
committee. Cost estimates will accompany each sample.
Publicity Party On Event Planning will request logos and print materials from the
performers for use in promotional pieces.
.SXC%?VAC6 Estimated Hours: 12
We believe that specialty acts will make this an event to remember. Northern Colorado has a variety
of talented performers, educators, and outdoor professionals that would gladly provide nature -related
activities for the event participants. These programs along with the educational exhibits of the
Natural Areas program should provide ample entertainment for visitors of all ages.
Ideas for the specialty acts might include:
1. Knot -Tying Clinic
2. Flying -Tying
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3. Telescope Viewing (Northern Colorado Astronomy Club) ---Sunset for October 18', 2002
is 5:16pm. A telescope placed on the patio of the Senior Center will provide revealing
views of the moon in its full stage. If there is'a softball game, this option may not be
available.
4. Bird Watching Techniques
5. Leaf Etchings
6. Home Composting
7. Rapture Demonstration
Action item Party On Event Planning will contact specialty acts for their availability
and willingness to volunteer their time at this event. These acts will be
presented to the 10-Year committee for final approval.
Paft Favors Estimated Hours: 12
The selection of an environmentally conscious party favor will highlight the spirit of the event.
Party On Event Planning will propose the following criteria for selecting a party favor:
1. Reusability —Can the receiver use the party favor again or give it to someone else? How
likely is the receiver to discard or leave the Party Favor behind?
2. Promotion —To what extent does/should the item commemorate the Anniversary
Celebration?
3. Composition —Is it appropriate to use materials from a natural area to create the party favor?
Is the party favor fabricated from recycled materials? Easily composted materials? Very
durable, long-lasting materials?
4. Cost -Effective —Does the party favor positively reflect the preceding criteria and achieve the
City -designated?
Action Item Party On Event Planning will address the 10-year planning committee
about the described criteria. Following the brainstorm session, Party On
Event Planning will identify local vendors to accommodate the criteria
identified by the committee. A presentation will be given regarding the
identified vendors. ,
Waste Reduction
Estimated Hours:
Party On Event Planning embraces waste reduction will all events that we plan. We will work
with all hired vendors to reduce or eliminate waste for this event.
Recycling We will work closely with the City's Recycling Coordinator, Shirley
Bruns, and Wastenot Recycling to facilitate the recycling efforts at the
event. Party On Event Planning has successfully partnered with
Gallegos Sanitation to have recycling collection bins available at past
events.
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Composting Party On Event Planning has contacted local composting -celebrity,
John Anderson, about the possibility of composting all food -waste at
the Anniversary Celebration. John indicated that collected food waste
could stock local City compost piles like Lee Martinez Park.. John is
willing to work with 10-year planning committee, the Lincoln Center,
and the hired caterer to facilitate this compost collection. We will
facilitate an agreement between the hired caterer and the Lincoln
Center to direct hired staff to dispose of food waste into separate
composting receptacles for transfer to the City composting piles.
Alternative The Senior Center can be visited by a two alternative modes of
Transportation transportation. A Multi -Use Bike Path quickly connects the Senior
Center to the major bike routes like the Spring Creek Trail. Likewise,
City Bus Route 62 services the Senior Center until midnight through
the Colorado State University Bus Terminal. In our experience with
the City events, Transfort has been willing to offer free bus rides to -
and -from City sponsored events. Party On Event Planning,will work
closely with Sylvia Cramner (Local TDM) and Jamie Moyer
(Transfort) to actively promote the use of alternative modes. We can
also attempt to incorporate incentives and prizes for those choosing to
use alternative modes to the event.
O N& Management
Estimated Hours:
With every event, we hope to manage the day of the event so that the City of Fort Collins can enjoy
the event. Clearly, the 10`" Anniversary Celebration will be a team effort. Yet, if we thoroughly
plan the event, City staff will be spending their time participating, not working the event.
Set-up Time According to the Addendum No. 1 of this RFP, we will have about 1 '/2
hours to setup the reserved rooms. While the Senior Center staff will
assemble tables according to our floor plan, set-up activities will include:
1. Performance Area Construction
2. Specialty Act positioning
3. Caterer positioning
4. Decoration placement
Schedule of Aaron Fodge will serve as the onsite manager during the event. He will
Activities be situated at an event information table. From this location, Mr. Fodge
will supervise performers and greet the media.
Clean -Up Party On Event Planning will inquire with the Senior Center regarding
clean-up responsibilities required of the event host. Mr. Fodge will
oversee these prescribed responsibilities.
RegrdredMee&79S Estimated Hours: 10
Party On Event Planning has estimated 10 hours of meetings with the 10-year planning committee.
Party On
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.Afi 101eaa (000flall Estimated Hours: 12
Party On Event Planning believes in a multi -media approach for every event. Our staff is willing to
provide, ongoing multi -media support throughout the planning of this event in the form of Webpage
and Powerpoint Support.
Website Party On Event Planning can create and host (www.nartyoncentral.com) a
webpage for this event. The existence of an event web page helps
legitimize the event. The webpage can contain event press releases,
RSVP management, schedule of activities, featured performers, and the
event's commitment to an environmental ethic.
Powerpoint Party On Event Planning is willing to create and set-up a PowerPoint
presentation that will runcontinuously throughout the event. The
presentation can feature photos of all 39 natural areas. Other presentation
topics might include,
1. City Natural Areas Upkeep and Maintenance
2. Annual Events and Activities
3. Maps
4. Future Efforts
5. Photos submitted by the public
6. Submitted poster contest entries (2nd Place, 3rd Place, Honorable
mention, etc.)
Photography ' (optlonall
Estimated Hours:
Anniversary events provide a great opportunity to take photographs for post -event coverage, future
publications, webpages, Channel 27 slide screen, and grant proposals.
Action Item Party On Event Planning can receive estimates from local photographers for
presentation to the 10-year committee.
ROCity (optionall
Estimated Hours: 16
Party On Event Planning can coordinate or support the publicity and event promotion efforts of
the City of Fort Collins staff.
Invitations At the pre -proposal meeting, City staff indicated they have assembled
an invitation list of over 500 people. Party On Event Planning can
assist with the invitation design and mailing. In order to maximize
available funds, Party On Event Planning strongly recommends
creating an RSVP mechanism using a Cityline Voicemail box and the
webpage to help estimate food and beverage quantities.
Party On
Press Releases Party On Event Planning will draft a series of press release
surrounding the 10 Year Celebrations. Press releases are a cost-
effective medium to announce specific aspects of the event such as
band announcements, prize -winners, door prizes, etc. Party On
Event Planning will draft press releases in the required City of Fort
Collins format for review by Edith Felchle and Michelle Pawar prior
to final approval by the City of Fort Collins Communications
Director, Kelly DiMartino. Upon final approval, the release will be
distributed by email and fax to over 250 newspapers, radio stations,
and TV, Stations in Colorado and Wyoming. Releases will also be
posted on the City of Fort Collins website and
www.partWncentral.com
Proclamation Party On Event Planning will help draft a proclamation to announce
the 10 Year Anniversary of the Natural Areas program at the October
1", 2002 City Council Meeting. The proclamation, read by Mayor
Martinez, can announce the schedule of activities for the entire
month, including the 10 Year Celebration.
Website As we described in the Multi -Media section above, Party On Event
Planning can maintain a frequently updated webpage to list press
releases, menus, schedule of activities, performers, and transportation
alternatives.
Event Calendars Party On Event Planning will have the 10`h Anniversary Celebration
listed on a variety of printed and online event calendars throughout
Colorado. These listings include the Chamber of Commerce,
Colorado Convention Bureau, the Coloradoan, and the Fort Collins
Forum.
Flyers Party On Event Planning can incorporate the theme, logos, and
schedule of activities into a promotional flyer. Party On Event
Planning has worked with a local flyer distributor in Northern
Colorado. The City can also distribute their flyers through inter-
office mail for posting in all City facilities. If space is available,
Jamie Moyer (Transfort) might be able to reserve space for the flyer
on their bus advertising.
Event Wrap-up (QPdOflall Estimated Hours:
Press Releases On Monday, October 20`h, 2002, Party On Event Planning will craft a
press release to report the successful turnout at the Anniversary
Celebration. Upon City approval, the release will be distributed using
our media list.
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Feedback Meeting Party On Event Planning will arrange a meeting to collect and report
feedback from the 10-year planning committee during the week
immediately following the event. Party On Event Planning will
summarize the meeting discussion for delivery to a City authorized Party On
representative.
Thank You Cards Party On Event Planning can create a thank you card for those assisting
with the I & Anniversary Celebration.
CD -Archive Party On Event Planning will deliver a CD-rom of all files created
during the planning of this event for the City to use at its discretion.
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Party On Event Planning is proposing an hourly rate of $45.00 / hour for the tasks and
responsibilities outlined in the City of Fort Collins Request for Proposal P-854 Party Event Planner.
Projected Costs
The projected cost of Party On Event Planning's services for the City of Fort Collins Natural Area's
10`h Anniversary Party is $4,050.00 for a total of 90 hours of work (see Figure 1 below). This total
represents those tasks and responsibilities required of the bidding parties in RFP P-854.
For your convenience and approval, we have also budgeted time for 35 additional hours for the
Optional Tasks listed in Figure 2 below. We invite the City of Fort Collins to hire Party On Event
Planning for any of these additional tasks should they be deemed desirable and cost effective.
Figure 1 Projected Cost of Required Tasks
Party On
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216 Wood Street
Fort Collins, CO 80521
Aaron Fodge (970) 227-3868
fodge@partyoncentral.com
0111 ECTIVE—City of Fort Collins Natural Areas 1011 Anniversary Celebration
PROFESSIONAL PROFILE
Client Relations
Experienced pub/ic servant that activety pursues support and feedback from supporters and clientele
• Fielded and responded to citizen complaints and concerns about air quality issues
• Coordinated open houses to solicit public opinion about upcoming legislation
• Administered, analyzed and reported air quality public opinion survey
• Training in customer service —Strategic Development of Informed Consent (SDIC-1998)
Account Management
Demonstrated ability to multi -task during per/ods of high activity
• Oversaw all aspects of business establishment for event planning consultancy as a sole proprietor
• Event coordinating accounts include REI, Chamber of Commerce, and the City of Fort Collins
• Coordinated business recruitment breakfasts for the EPA Climate Wise Program
• Managed EPA grants to study the consumer purchasing habits
Supervisory Skills
Team-orlemed leader willing to support and entrust co-workers
• Directed Interdisciplinary committee responsible for children's event to promote bike safety
• Lead Coordinator for the City of Fort Collins Earth Day 2000 Celebration
• Graduate teaching assistant for 80 undergraduates at Colorado State University
• Supervised internships and volunteers at the City of Fort Collins' Natural Resources Department
Communication
Enthusiastic, "people -person" that excels when communicating with new people and organizadons
• Designed the City of Fort Collins Air Quality Marketing Campaigns (1999/2000)
• Extensive writing experience: brochures, feature stories, press releases, RFP, and web design
• Practiced public speaker and the use of presentation technology
• Conversational Spanish (Semester Abroad in Madrid) and German (Summer job in Hamburg)
Computer Technology
Strong problem solving skills related to business -related software and hardware
• Spearheaded the testing and purchase of digital camera and laptop projectors for employer
• Database manager for a federal grant to repair hi -polluting vehicles
• Developed and maintained City of Fort Collins' Air Quality website and real-time webcam
• Software expertise:
-Adobe Acrobat -Corel Draw -Microsoft Project
-Adobe PageMaker -Microsoft Access -Microsoft Word
-Adobe Photoshop -Microsoft Excel -Peachtree Accounting
-Crlterluln DeclsionPlus -Microsoft Front Page =SPSS
PROFESSIONAL EMPLOYMENT
2001 — Present
Event Planner and Founder —Party On Event Planning Fort Co/Onr, CO
Event and meeting coordlnadon consultancy
1999 — 2000
Environmental Planning Technician—Cky of Fort Collins Natural Resources Fort Col/htr, CO
Authored and Implemented air quallty legislation, grants, and /nh/adves
1998 — 1999
Environmental Education Speclalist—City of Fort Collins Natural Resources fort Co/l/rzr, CO
Responsible for marketing the City's air qualfty programs and campaigns
EDUCATION:
Masters of Business Administration GPA: 3.4
Colorado State University —June 2001
Masters of Science in Environmental Studies for Communication and Education GPA: 3.7
California State University at Fullerton —December 1997
Bachelors of Science in Environmental Studies for Policy and Management GPA: 3.3
Bachelors of Arts In Spanish (undeclared)
Syracuse University (College of Environmental Science and Forestry) —May 1996
Aaron Fodge 970-416-7942
EMPLOYMENT HISTORY
9/01 — Present Event Planner —Party On Event Planning Fort Colprty, CO
• Established event planning consultancy as a sole proprietor in 2001
• Designed marketing program featuring a website, brochure, customer packet, and logo
• Event coordinator for the Cycle Safety Circus for Kids held at REI (June 2002)
• Created a healing arts fair at the Fort Collins Senior Center (April 2002)
• Oversee the budget and accounting for business and project expenses
8/00 — 5/01 Graduate Assistantship —Colorado State University Marketing Department Fort Colliar, CO
• Teaching assistant for 80 students In Pricing and financla/Ana/ys/s in Marketing
• Guided students through web page design for their class projects
• Designed website for course materials on university's website
4/98 — 01 /01 Environmental Planning Technician —City of Fort Collins Fort CopJns, CO
• Fort Collins Earth Day 2000 coordinator
• Frequent presentations to City Advisory Boards
• Oversaw EPA grant to study the, purchase and use of electric lawnmowers and engine block heaters
• Database manager for a federal grant to repair hl-polluting vehicles
• Fielded and responded to citizen complaints about air quality issues
• Partnered with teachers to devise air quality curriculum for 41"-6t' grader
• Supervised a consultant's revision of air quality public opinion surveys
• Composed RFP's and Interviewed bidding companies
• Coordinated business recruitment breakfast for the EPA Climate Wise Program
Environmental Education Specialist —City of Fort Collins
Fort CoUns, CO
• Designed programs and budget for the Fort Collins Air Quality Marketing Campaigns (1999/2000)
• Developed website and real-time webcam for the Fort Collins Air Quality Program
• Arranged an EPA Satellite Downlink for local environmental professionals
• Partnered with auto repair shops to conduct annual car maintenance event (Car Care)
• PowerPoint presentations to local organizations about air quality
• Coordinated public open houses to promote proposed legislation
• Organized the Environmental Household Product Show
• Authored press releases, public service announcements, and brochures
6/97 — 8/97 Graduate Internship —Pacific Southwest Group, Inc. Santa Ana, CA
• Assembled Phase I Site Assessments and Asbestos Surveys for clients
• Maintained accounts receivable -
• Provided administrative support
1 /97 — 5/97 Contracted Video Producer —Pacific Miniatures Ful/efw% CA
• Produced a training video for a sister company In Tijuana, Mexico.
• Videotaped and edited the entire model airplane construction process
• Required to communicate in a Spanish-speaking environment
d/96 — 12/97 Volunteer Docent —Fullerton Arboretum Fulletton, CA
• Conducted a visitor participation survey for Masters project
• Led educational tours through each climatic zone in the arboretum
• Volunteered for annual arboretum events: Arborfest, Green Scene
Lucinda Smith
City of Fort Collins
Natural Resources Department
(970) 224-6085
Sylvia Cranmer
City of Fort Collins
Natural Resources Department
(970)224-6182
Lynn Chambers
Cycle Safety Circus for Kids
(303)394-0905
Sonja Schuh
Fort Collins Chamber of Commerce
(970) 482-3746 x 100
Kate Taylor
Healing Path Magazine
(970)498-4073
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TRANSMITTAL
TO: Keith I. Ashby, CPPO, Purchasing Division
Michelle Pawar, Director, Natural Resources Department
Sue Kenney, Environmental Education Specialist, Natural Resources Department
FROM: Aaron Fodge, Owner, Party On Event Planning
DATE: Wednesday, August 07, 2002
SUBJECT: Transmittal of Proposal for City of Fort Collins RFP Proposal Number: P-854
Please accept Party On Event Planning's proposal for the City of Fort Collins RFP Proposal
Number: P-854—Party Event Planner. This proposal represents our bid and the subsequent Scope
of Services to assist the City of Fort Collins with the Natural Areas 10t° Anniversary Celebration to
be held at the Fort Collins Senior Center on Friday, October 18, 2002.
The information in this proposal reflect those tasks outlined in P-854 along with additional
information provided to Party On Event Planning at the Pre -Proposal Meeting on July 31, 2002 and
Addendum No.I faxed on August 3, 2002. For the readers convenience, this proposal is divided into
the following categories to best address the information requested: Project Objective, Firm
Capability, Assigned Personnel, Scope of Services, Service Rate Schedule, and Appendices A, B, &C.
Party On Event Planning's Scope of Services will provide the reader a thorough overview of the
tasks and responsibilities applicable to the 10a Anniversary Celebration. Our bid for all services
required in the RFP is $4,050.00 at $45.00/hr for 90 hours of work. For your convenience, Party
On Event Planning is prepared to oversee a variety of Optional Services should the 10-year planning
committee deem these services desirable and cost effective.
On behalf of the Party On Event Planning, I would like to thank you for reviewing our proposal for
the Natural Areas 10` Anniversary Celebration. Party On Event Planning is excited to help the City
of Fort Collins create a memorable tribute to our City's natural areas in a fun, stress -free atmosphere.
We believe our event planning experience and dedication to environmentally -conscious decision -
making will make this event a great success.
Party On Event Planning created this proposal with 100% Recycled Content paper and alternative
paper materials. Please recycle this proposal and metal binder rings after this RFP process.
Party On
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i. Press Release —Spring Healing Arts & Psychic Fair
I Brochure —Spring Healing Arts & Psychic Fair
3. Flyer —Cycle Safety Circus for Kids
4. Website—www.partyoncentral.com
PRESS RELEASE
—For Immediate Release —
Wednesday, January 25, 2002
11:30:13 AM
The Spring Healing Arts and Psychic Fair
Spring fair returns after two-year hiatus
Party On Event Planning is excited to announce the return of "The Spring Healing Arts and
Psychic Fair The two-day fair will take place on April 131 and 1411 at the Fort Collins Senior Center
from 10:00am-5:00pm on Saturday and 10:00am-4:00pm on Sunday. The fair is expected to
draw from the Colorado Front Range communities and Southern Wyoming.
Since 1982, the Spring Fair has served as the nexus for healers, readers, craftspeople,
bodyworkers, artists, exhibitors and lecturers to share their healing arts, alternative practices, and
metaphysical experiences with visitors to the fair. Sponsored by the Healing Path Community Magazine
and Starry Night, this year's event will have 42 exhibitor booths and a room for lectures.
The Fort Collins Senior Center is Located at 1200 Raintree Drive, just northwest of the
Shields and Drake intersection in Fort Collins. With the foothills as its backdrop, the Senior Center offers
160 parking spaces for fair visitors and also resides on a Transfort,bus line.
The deadline for exhibitor registration is March 141, 2002. For updated information about
the event, exhibitors, and lectures, please visit www.partyoncentral.com or call Aaron Fodge, of Party
On Event Planning, at (970) 227-3868.
COFFEE COMPANY
112 South College
Avenue
4709 South Timberline
Road
ghts fair is the first of three annual events
In the (feafin8 Tath Series.
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Healing,Patga2;ne
Party On
event planning
216 Wood Street
Fort Collins, Colorado
80521
(970) 227-3868
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1200-Raintree Drive
Fort Collins, Colorado
Sponsored by:
Party On
event planning
Fort Collins, CO 80521
(970)227-3868
www.partyoncemral.com
info@partyoncentral.com
COFFEE COMPANY
112 South College Avenue
(970) 493-3039
4709 South 7lmberWte Road
(970)282.1833
This fair is the first of three annual events
in the Healing Path Series.
The
Healing,,OP
Printed On Recycled Paper
Cycle.Safety
Saturday, June 15, 2002
9:00am-1:OOpm
REI (Parking Lot)
4025 S. College Ave.
This free event seeks to entertain and educate children, their families & the Colorado cycling community in
safe cycling and the wearing of safety helmets. The Larimer County SAFE KIDS Coalition will giveaway 400
bicycle helmets to children attending the circus for a $5.00 donation. For more information about the event,
please contact Party On Event Planning at (970) 227-3868 or visit www.cyclesafety.ora.
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Planning Events for the Residents and Visitors of
Fort Collins and Colorado's North Front Range.
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EVENT BUSINESS DESTINATION
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With Party On Event Planning, you can rest assured that our staff has coordinated a variety of events
here in Northern Colorado. Here is an overview of the events coordinated by our staff:
Cyc% Safety Ch"CUS forK/ds
PEI Fort Collins I Outdoor Bicycle Education Event I PEI; Cycle Safety Circus for Kids
June 15, 2002. The purpose of the Cycle Safety Circus
for Kids (CSCK) was to educate children and families
on safe cycling and the importance of wearing bicycle
helmets to ensure this safety, as well as to encourage
fitness and health in an environmentally friendly way.
Over 150 helmets were fitted to children attending.
Entertainment included stunt bikes, clowns, mascots,
storytelling, magicians, and bike rodeo. Website:
Sprhghea ftArts andPsychic Fair
• Event Promotion
• Fundraising
• Hired Entertainment
• Graphic Design
• Onsite Manager
Fort COOS Chamber of Commerce Membership Dift
• Press Conference
• Organized Volunteers
• Public Relations
• Press Kits
• Selected Vendors
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Fort COMS 3e AnnlversaryEarth Day Celebration
Colorado State University I Exhibition, Music Performances I City of Fort Collins
April22, 2000. This family -oriented event
commemorated the 3e Anniversary of Earth Day.
Attended by over 2000 people, the event feature a
variety of speakers, bands, food vendors, and
exhibitors. Mr. Fodge supervised the 4-month event
planning committee of City staff, non -profits,
businesses, and volunteers.
Mnatewlse Recruitment BreaVtW
Alternative Fuel Car Show
• Event Promotion
• Organized Volunteers
• Event Registration
• Press Conference
• . Hired entertainment
• Press Kits
• Graphic Design
• Proclamation Draft
• Logo Committee
• Public Relations
• Onsite Manager
• Selected Vendors
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Fort Collft CO 80321
19701227--3868
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Transmittal
iii
Project Objective
1
Methodology
1
Firm Capability
2
Successful Event Planner
Environmental Ethic
Our Commitment to You
More Firm Capability Information
Aaron Fodge, Owner/Lead Event Planner
Reliable Resources
Scope of Services
2
3
3
3
4
4
5
Theme Proposal
g
Caterer Selection
Musical Acts
g
6
Specialty Acts
6
Party Favors
7
Waste Reduction
Onsite Management
Required Meetings
Multimedia
7
g
g
9
Photography
9
Publicity
9
Event Wrap-up
10
Service Rate Schedule
Projected Costs
12
12
Appendix A
A -1
Appendix B
B -1
Appendix C
C -1
iv
Pled Objective
This October, the City of Fort Collins Natural Resources Department will celebrate "10 Years of
Natural Areas" —a region -wide recognition of the acquisition, care, and interpretation of over 5,500
acres of foothills, wetlands, prairies, riparian areas, and urban sites during the past decade. The
month -long celebration will culminate in a I0-Year Anniversary Party at the Fort Collins Senior
Center on Friday, October 18.
In conversations with Michelle Pawar, Sue Kenney, and Keith Ashby at the pre -proposal meeting on
Wednesday, July 31, they envision the 10-Year Anniversary Party serving the following objectives:
1. To create a stress -free, relaxed atmosphere for City staff, invited guests, and the public;
2. To educate and raise awareness about the cultural, recreational, and environmental benefits
of natural areas to the residents of Fort Collins;
3. To welcome participants with a "natural -theme" that encompasses catered food, live musical
performances, entertainers, engaging activities, ongoing slide shows, informative displays,
and party favors;
4. To creatively acknowledge the past achievements of the City of Fort Collins and its partners
to preserve natural areas over the past decade;
5. To restrict the influence of politicians and political groups on the event schedule of activities
while keeping the visitor and their enthusiasm as the focus of the event;
6. To employ environmentally conscious decision -making with regards to catered food and
subsequent waste options, decorations, public outreach, and public transportation
alternatives.
UZII/ M
Event coordination requires strong leadership, organization, and a dedicated team willing to make
your event a success. The City of Fort Collins Natural Resources Department has decided to hire an
event planner to assist City Staff and their 10-year planning committee with the coordination of the
Anniversary Celebration. The planner's role is to coordinate the event under the guidance of the
project committee. Following the pre -proposal meeting, the hired event planner may oversee the
following responsibilities:
1. Theme Proposal —Create an event theme for the 10-year planning committee to approve
and amend;
2. Vendor Coordination —Attain information and price estimates for all vendors, support
staff, and services pertinent to the event need and them. These results will be reported to the
committee for approval.
3. Event Plan —The planner will design a detailed event plan with a schedule of activities,
vendor coordination, staff responsibilities, and takedown. '
4. Onsite Management -The planner will oversee the set-up, schedule and implementation of
activities, and takedown.
5. Event Wrap -up —Conduct event wrap-up responsibilities such as follow-up press release,
create webpages with photos from event, and issue "thank -you" cards. The planner will also
conduct a meeting to receive feedback about the event coordination.
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Party On
Party On Event Planning brings five years of experience planning
events, meetings, open houses, festivals, exhibitions, and
demonstrations in Northern Colorado. After three years organizing
public outreach events for the City of Fort Collins Natural Resources
Department, Aaron Fodge (Owner) created Party On Event Planning
to assist the businesses, governments, organizations and individuals
with the event planning needs. Combining event planning experience
and a strong environmental ethic, Party On Event Planning is
Northern Colorado's premier, "Environmental Event Planning Firm".
Successful Event Planner
Spring Healing Arts & Psychic Fair
April 13114, 2002
500 Visitors
Our success relies on our:
FORT INS
Fort Collins Earth Day 2000
April 22, 2000
2000 Visitors
We take pride in knowing that our customers enjoy their event
or business function without the stress of making it happen.
Party On Event Planners has successfully organized events for
all types of audiences, sizes, and genres. From large public
celebrations to private office parties, we combine the event
planning experience with the necessary environmental
consciousness and sensitivity required of this historic
occasion. We hope you will find Party On Event Planning to
be the "extra employee" dedicated to seeing your event
through to completion.
1. Knowledge of Northern Colorado venues and vendors;
2. Relationships with media outlets (TV, Radio, Print) in Colorado and Southern Wyoming;
3. Team -oriented approach to event planning;
4. Ability to garner the assistance of enthusiastic volunteers and event supporters;
5. Dedication to an environmental ethic based on pollution prevention and sustainability.
Familiarity with The City of Fort COMS
Party On Event Planning collaborated with the City of Fort Collins to
produce successful events like the "30`h Earth Day Celebration", "Car
Care 2001", "The Environmental Household Products Show", and the
"NALGEP Brownfields Workshop."
We have coordinated events at all City facilities including the Lincoln
Center ("EPA Satellite Downlink") and the Senior Center ("Spring
Healing Arts and Psychic Fair"). As a former employee of the City of
Fort Collins, Mr. Fodge has worked with a majority of City
Departments and understands City policies and guidelines pertaining to
event coordination and public relations.
CLIMATE {y��j
ClimateWise
Recruitment Breakfast
February 29, 2000
30 Area Businesses Attended
Party On
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Env1ronmenta/Et/11C
Cycle Safety Circus for Kids
June 15, 2002
150 Properly -Fitted Bicycle
Helmets for Children
Party On Event Planning recognizes the significant achievements our
City has accomplished over the past ten years to preserve natural areas
and open space during this period of urban growth. While many
areas of our.country lack sufficient open space, our City recognizes
the value of these natural areas to the wildlife, citizens, and overall
environmental quality of Fort Collins.
At Party On Event Planning, we are motivated to create events that
recognize environmentally conscious behavior and decision -making.
We believe the 10`h Anniversary Celebration afford us the opportunity
to create such an event.
Our Commitment to You
By hiring Party On Event Planning, you will have made a choice to create a fun, stress -free event
that you can enjoy. While we coordinate a variety of events throughout the ye ir, large and small,
Party On Event Planning entertains one "main event" per quarter. We hope yc u will let Party On
Event Planning dedicate this quarter to your "main event" —The 10`h Anniversary Celebration
More Firm Capa0ARyfnformablon
Party On Event Planning has included more information about our firm's capa ility in the
appendices of this proposal.
Appendix A —Firm Qualifications
,This appendix includes Mr. Fodge's resume and contact information for client references.
Appendix B—Writing and Graphic Design Samples
This section contains publicity samples designed by Party On Event Planning. The samples include
a press release, brochure, flyer, and website design.
Appendix C—Event Coordination Highlights
This appendix provides a chronological listing of events coordinated by Mr. Fodge and Party On
Event Planning. Descriptions accompany each event.
CD -Rom Portfolio
We have attached a CD-ROM portfolio of Mr. Fodge and Party On Event Planning coordinating
events in Northern Colorado.
Party On
.om oi+�omv
3
Aaron Fodge, Owner/lead Event Planner
Mr. Fodge worked three years for the City of Fort Collins Natural Resources Department as their
Environmental Education Specialist. In that position, Mr. Fodge coordinated a variety of events,
meetings, open houses, and demonstrations.
After completing his MBA in June of 2001, Mr. Fodge created Party On Event Planning to serve the
event and meeting planning needs of Fort Collins and Northern Colorado. With Party On Event
Planning, Mr. Fodge sought to create a consultancy that assisted businesses, organizations, and
individuals with event coordination while employing environmentally conscious decision making
into the planning and actualization of the event.
Education Masters of Business Administration
Colorado State University, 2001
Masters of Science —Environmental Studies Communication & Education
California State University, Fullerton, 1997
Bachelors of Science —Environmental Studies for Planning & Management
Syracuse University, 1996
For the 10`h Anniversary Celebration, Mr. Fodge will provide the following event planning services
to the City of Fort Collins 10-Year Planning Committee:
❑ Event Benchmarking
a Theme Design and Proposal
❑ Vendor Identification and Negotiation
❑ Develop Event Plan
❑ Assist with Event Publicity
❑ Serve as the Onsite Event Manager
❑ Assist with Post -Event Tasks
Reelable Resources
Party On Event Planning is successful because of it ability to partner and network with a variety of
businesses, organizations, and individuals in Northern Colorado. Below, we have listed those
partners we propose to consult with, when planning the 10-Year Anniversary Celebration.
Alternative Transport
Beverage/Catering Services
Composting
Outdoor Activities
Party Favors
Recycling
Solid Waste
Temporary Employment
Volunteers
Sylvia Crammer, City of Fort Collins, SmartTrips
Catherine MacGowan, Starry Night
John Anderson (aka The Worm Man)
Brian Walsh, Recreational Equipment, Inc. (REI)
10,000 Villages
Shirley Bruns, City of Fort Collins, Natural Resources
Waste Not Recycling
Gallegos Sanitation
Manpower
Linda Ekblad, First Call Volunteers
Party On
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4
scolm, olserviced
Party On
By hiring Party On Event Planning, you are hiring an event planner dedicated to you like an "extra
employee." We will adapt ourselves to the needs and responsibilities of the City of Fort Collins and
the 10-year planning committee.
The list below outlines our applicable service offerings for an event of this nature. We have listed
each task associated with the service along with an estimated time to complete them for the 10-Year
Anniversary Celebration. The Required Services in the RFP are addressed first. The Optional
Services follow the Required Services and are labeled "optional". Party On Event Planning is
willing to assume all services listed. As always, we will defer to the existing budget and staff
allocated for this project.
%heme P/'0p0sat Estimated Hours: 12
A responsible event planning firm solicits the ideas, thoughts, and concerns of the client to create a
comfortable event plan and theme. Party On Event Planning will work closely with the 10-year
committee to craft a theme that represents the spirit and ambience of our natural areas.
Benchmarking Prior to our first committee meeting, Party On Event Planning will
research what other cities, natural areas, and organizations have
employed to celebrate similar celebrations. This benchmarking will
help the committee formulate ideas and suggestions to incorporate
into actual event theme.
Presentation/ Party On Event Planning will create a PowerPoint presentation that
Meeting summarizes the benchmark research, Senior Center room layouts, and
proposes some themes for the celebration. Party On Event Planning
will give the presentation at the first committee meeting to stimulate
ideas and feedback.
Event Plan/ We will incorporate the feedback from the first committee meeting
Meeting into the event plan. The event plan will outline a "Timeline for
Actions" that includes vendor selection, publicity, invitations, and
other important dates. A CAD layout of the floor plan of the Senior
Center rooms will be created. This plan will be updated weekly as
tasks are added and completed.
caterer Se%tiO0 Estimated Hours: 12
Party On Event Planning commends the City for practicing environmentally conscious decisions
pertaining to this event. We are excited to honor the City's commitment to use caterers that employ
locally grown and/or organic goods and produce in their menu offerings.
Creating a menu that matches our theme will reflect the produce and goods available in Fort Collins
in mid -October. We will collaborate with the Farmer -Chef Marketing Alliance coordinated by the
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