The City of Boynton Beach’s Events Department is requesting sealed proposals from qualified and experienced firms to provide oversight and support for the design and execution of the encampment space at the City’s Pirate Fest two (2) day event in Boynton Beach. The firm will work closely with City of Boynton Beach staff to ensure a cohesive and immersive experience for festival attendees. 

The City reserves the right to award to more than one Proposer. 

The Proposer(s) shall act as an independent Consultant and not as an employee of the City.

PURPOSE:       

The City of Boynton Beach is seeking a qualified consulting firm to provide oversight and support for the design and execution of the encampment space for the City of Boynton Beach Pirate Fest two (2) day event in Boynton Beach, Florida. The firm will work closely with City of Boynton Beach staff to ensure a cohesive and immersive experience for festival attendees. The City of Boynton Beach is the primary contact and decision-maker for all aspects of the event. All items, decisions, and approvals must be routed through the City with expressed approval before implementation.

The consulting firm will play a crucial role in ensuring the success of the Pirate Fest Event by designing and overseeing the encampment space, developing a compelling storyline, coordinating on-site logistics, and working collaboratively with City staff. However, the City of Boynton Beach remains the primary authority on all decisions, approvals, and event operations. Through these efforts, the festival will deliver an engaging and immersive experience for all attendees.

The awarded contract will be for a two (2) year term with an option for one additional (2) two-year renewal at the City’s discretion based on vendor performance, funding availability, and ongoing need for services.

SCOPE OF SERVICES: 

The selected vendor(s) shall provide a full-service Pirate Fest Consultant service package, including the following:

RESPONSIBILITIES AND DELIVERABLES

A. Encampment Space Design & Execution

• Work alongside the City of Boynton Beach to develop a comprehensive encampment space layout, including individual encampment placements and integration.

• Design, provide necessary supplies for, and oversee the creation and installation of an entryway feature to establish an immersive experience for attendees upon arrival, including all labor required for setup and removal.

• Develop, provide necessary supplies for, and install a welcome feature incorporating an actor who provides the opening of the storyline, engaging guests, and setting the tone for the encampment, including all labor required for setup and removal.

• Coordinate the transition into the Haunted Trail event on Saturday night, ensuring all encampment elements and actor participation are integrated smoothly. If a designated sponsor or partner is secured to support the Haunted Trail experience (e.g., décor, storyline development, actors), the consultant will be expected to collaborate closely with them. In the absence of such a partner, the consultant will be responsible for leading the creative development and execution of the Haunted Trail.

• Develop a thematic storyline that ties all individual encampments together to create a unified festival experience.

• Propose, provide necessary supplies for, and oversee the implementation of themed decorations that visually connect all encampments within the space, ensuring they align with the developed storyline, including all labor required for setup and removal.

B. On-Site Coordination & Communication 

• Serve as the primary on-site point of contact for encampment setups and actors, ensuring smooth coordination and execution.

• Act as the liaison between the City of Boynton Beach and encampment participants during event setup, event time, and event breakdown.

• The consulting firm must include a City of Boynton Beach representative in any written communication with vendors related to the Pirate Fest event.

• Facilitate on-site communication among encampment participants, actors, and City staff leading up to and during the event.

• Provide direct oversight and support for the encampment setup, ensuring adherence to the event’s theme and operational requirements.

C. Collaboration with City Staff 

• Attend up to four (4) site walks with City of Boynton Beach staff to review planning, placement, and design elements.

• Assist City staff in identifying and recommending vendors for necessary event services and supplies.

• Ensure that all consulting services align with City guidelines and event regulations.

• Work in coordination with City staff to ensure that actor and entertainment booking is managed directly by the City.

• Provide consultation as needed regarding the compensation framework for encampment actors and individual setups, with final decisions made by City staff.

• All decisions regarding event design, execution, and modifications must be approved by the City of Boynton Beach before being implemented.

D. Timeline & Commitment 

• Provide pre-event consultation, including design and planning meetings leading up to the event.

• Attend and actively participate in up to four (4) scheduled site walks with City staff.

• Be available for on-site support leading up to and throughout the duration of the event to oversee encampment execution.

E. Exclusions

• The consultant will not be responsible for the direct hiring or payment of actors, encampment participants, or entertainers. All financial and contractual arrangements for these roles will be managed by City staff.

• The consultant will not be responsible for making final booking decisions regarding vendors, entertainment, or encampment participants.

F. Compensation & Terms

• Consulting firms will be required to provide a comprehensive proposal that includes all fees associated with their services, including but not limited to equipment, staffing, and installation/removal costs. The consulting firm will request its compensation amount as part of the proposal, which will be subject to review and approval by the City of Boynton Beach.

• Any additional services that the consulting firm deems necessary must be included in their proposal, as no additional services can be added after the contract is finalized.