The City of Green River is seeking proposals from experienced and qualified event organizers to plan and execute the annual public Flaming Gorge Days event. Our organization is committed to supporting the event the next three years (2024-2026) with up to $10,000 per year in funding in exchange for prominent marketing presence. Flaming Gorge Days has been an event that is scheduled to take place over two days in late June and is expected to include at a minimum the traditional events of a parade, kid and adult events, a concert(s), and a vendor fair. Additionally, the selected organizer will have the freedom to secure additional sponsorships to enhance the event’s success with the goal to be self-funded by the end of the three years. We are inviting interested parties to submit their proposals for consideration.

Scope of Work:

The selected event organizer will be responsible for the comprehensive planning, coordination, location, and execution of the Flaming Gorge Days event. Upon request by the organizer, the City can help with some services such as access to the parks, traffic control, blocking off streets, turning off sprinkler systems, etc.

The key components of the event include:

• Dates and Duration:
• The event will span two days, with specific dates to be determined in collaboration with the selected organizer. Typically end of June weekend.
• Parade:
• Organize and manage a vibrant and engaging parade that showcases the spirit of Flaming Gorge Days.
• Kid and Adult Events:
• Plan and execute a diverse range of activities and events catering to both children and adults.
• Concert:
• Coordinate a live music concert(s) featuring performers suitable for a family-friendly audience.
• Vendor Fair:
• Manage a vendor fair, providing a platform for local businesses and artisans to showcase their products and services.

Proposal Submission Guidelines:

Interested parties are requested to submit a comprehensive proposal containing the following information:

• Organizational Profile:
• Brief overview of the organizer's experience in planning and executing similar events.
• Event Concept:
• Outline your vision and concept for the Flaming Gorge Days event, including creative ideas to enhance participant engagement. New and traditional activities and events over the two days should be considered.
• Budget:
• Provide a detailed budget proposal outlining estimated costs for planning, coordination, execution, staffing, and insuring of the event.
• Timeline:
• Present a detailed timeline with key milestones and deadlines for the planning and execution phases.
• References:
• Include references from at least three clients for whom you have organized similar events.

Proposal Submission Deadline:

All proposals must be submitted by February 12, 2024, via email to For security reasons, you must enable JavaScript to view this E-mail address. .

Any questions or requests for clarifications regarding this Request for Proposal should be directed to Steve Core at For security reasons, you must enable JavaScript to view this E-mail address. by February 9th, 2024.

Selection Criteria:

The selection of the event organizer will be based on various criteria, including experience, creativity, proposed budget, and references. Once a selection is made a detailed service contract will be created for the selected organizer and approved by council at their February 20 ^th or March 5 ^th Council meeting.

Contract Considerations

Upon selection, the City of Green River, Wyoming intends to negotiate terms of a Professional Services Agreement with the vendor deemed to serve the best interests of the City. If contract negotiations are unsuccessful, the City reserves the right to negotiate with the next highest-ranked vendor. The City is not under any obligation to award a contract.

The vendor selected must provide proof of adequate insurance acceptable to the City of Green River. The following minimum amounts are required:

1. Worker’s Compensation: Statutory Limits

2. Comprehensive General & Auto Liability: $1,000,000 per claim & $2,000,000 per occurrence

3. Professional Liability: $500,000

The City of Green River shall be named as an additional insured in accordance with applicable State laws. We look forward to receiving your proposal and potentially working with you to make the Flaming Gorge Days event a resounding success.

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