Event Planning and Production Services for Hayward Amplified 2.0 Program

The City of Hayward seeks proposals from qualified firms or consultant teams to provide comprehensive event planning, coordination, marketing, and production services for Hayward Amplified 2.0. The selected consultant will work under the direction of the City’s Economic Development Division and in partnership with local businesses, property owners, community organizations, performers, vendors, and other stakeholders.

The project will consist of a coordinated series of approximately six to ten smaller-scale public events and activations in Hayward’s commercial areas during spring and summer 2027. The event series is intended to create consistent activity throughout the season, increase foot traffic, encourage repeat visitation, strengthen collaboration among local partners, and provide engaging experiences for residents and visitors.

The consultant will support the full event lifecycle, including program planning, concept development, partner coordination, permitting and logistics, marketing, vendor management, event-day production, evaluation, and reporting.

Project Deliverables

• A program-wide work plan, implementation schedule, and consolidated budget for the Hayward Amplified 2.0 event series.
• A proposed series of approximately six to ten smaller-scale events and activations for City review and approval.
• An individual event plan and budget for each activation identifying the concept, intended audience, location, schedule, activities, participating partners, staffing, equipment, vendors, promotional strategy, and operational requirements.
• Business and community partner outreach, coordination, and clearly defined participation roles.
• Production schedules, staffing plans, vendor assignments, site layouts, contingency plans, and other event logistics documents.
• Coordination of applicable permits, approvals, accessibility requirements, public-space use, safety considerations, insurance documentation, and other operational requirements.
• An overall marketing plan for the event series and event-specific promotional plans and materials, which may include graphics, photography, short-form video, digital content, and on-site signage.
• Full event production and event-day management, including coordination of vendors, performers, rentals, equipment, staffing, setup, operations, and breakdown.
• Regular progress reports, updated schedules, expenditure tracking, and budget reports throughout the contract period.
• A brief after-action report following each event documenting attendance and participation, promotional performance, business and partner feedback, expenditures, challenges, and recommended adjustments.
• A final program report summarizing activities, available outcomes, expenditures, lessons learned, and recommendations for future activations.

All proposals must be submitted to the City's eProcurement Portal by **12:00 pm on Wednesday, December 9, 2026** and clearly identified with RFP title, number, company name and due date. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time, as late bids will not be accepted and deemed nonresponsive.

Pricing must be submitted on a “not to exceed” basis. Do not use “TBD” or similar annotations for cost estimates. Upload fee proposal separately.

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.

**Evaluation Criteria** (each 10 points, 20% of total)

• Relevant Experience and Qualifications
• Project Understanding and Approach
• Project Team and Capacity
• Work Plan and Community Coordination
• Cost and Overall Value

Finalist Interview (if necessary): December 11, 2026. Contractor Selection Date: December 16, 2026.