Specifications include, but are not limited to: Proposals from qualified and experienced companies (individually or collectively, the “Proposer”) interested in providing event and race management services for approximately 3,000 5K participants. Start and finish line management services Promotion and marketing of event. This includes TV, radio, print, social media, etc. Manage all aspects of registration and results. This includes setting up online registration and responding to participant inquiries Maintain oversight of the event budget. This includes comprehensive recordkeeping and documentation of budget All aspects of coordination with designated beneficiary(s) of race proceeds. Includes beneficiary involvement before, during and after event Sponsorship solicitation and fundraising Planning and coordination of pre and post-race activities/entertainment Hiring and management of any subcontractors involved in the event such as: o Food vendors o Timing services o Emcee, mascots, VIP’s o Sound equipment services o Security services o Parking management services o Photography services o Portable toilet services – At least one for every one hundred runners Race route planning, certification and layout. This includes amenities along the route such as water stations Responsible for any permissions or permits needed, such as large event or parade permit Responsible for Charlotte Mecklenburg Police Department traffic management and soliciting volunteers for parking Responsible for coordination and scheduling of emergency response personnel; police, fire and paramedic services Responsible for power supply Responsible for providing the start and finish line delineation (such as cones). Responsible for all aspects of packet pick-up, including location, availability, staffing and training Responsible for procurement of all goods and services needed at the event; includes all participant shirts, finisher medals, awards, photographs, informal posters for static displays, etc. Solicitation of event volunteers and hold mandatory training for event day assignments Hold rehearsal of concept drill will all involved in the event
