Turnkey Event Production Services
Overview
Fit Score
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SUMMARY
KEY REQUIREMENTS
BUDGET
VerifiedTIMELINE
RFP Release: May 12th, 2026
Questions Due: May 27th, 2026
Responses to Questions Posted: May 29th, 2026
Proposal Deadline: June 10th, 2026
Evaluation Committee Convenes: June 16th, 2026
Anticipated Award Date: June 17th, 2026
Event Date: October 10th, 2026
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
Town Of Mountain Village
DESCRIPTION
The issuing agency is seeking a vendor to provide comprehensive turnkey event production services for an Oktoberfest celebration scheduled for October 10, 2026, in Colorado. The selected contractor will be expected to plan, coordinate, and execute a high-quality, community-centered event that reflects the agency’s character while delivering direct economic benefit to local businesses.
Scope of work includes full event planning and coordination, including logistics management from initial planning through post-event wrap-up. Responsibilities include development of a complete event plan covering timeline, staffing, vendor management, permitting, security, crowd management, contingency planning, and administration of ticketing, sales systems, and attendee registration. The vendor must also provide themed décor, tents, banners, signage, table settings, and other supplies aligned with a traditional Bavarian/Oktoberfest aesthetic.
The contractor will also curate food and beverage offerings with authentic German influence, including traditional dishes, craft beer, possible wine or cocktail options, and non-alcoholic beverages. Entertainment and programming services are required, including hiring and managing a traditional German brass or oompah-style band and developing interactive activities for attendees of all ages. Proposals should include a detailed entertainment and programming itinerary.
In addition, the selected vendor must present a proactive strategy for collaborating with local businesses to maximize direct economic impact through opportunities such as vendor booths, promotional tie-ins, and cross-promotional marketing. The scope also includes development and execution of a regional marketing and communications campaign to position the event as a premier fall destination experience, along with overall budget management. Questions are due by May 27, 2026.
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Frequently asked questions
- When is the submission deadline?
- This RFP closed on June 10, 2026 and is no longer accepting submissions.
- What is the budget for this RFP?
- The published budget is $90,000.
- Who issued this RFP?
- It was issued by Town Of Mountain Village. The work is located in Mountain Village, Colorado, United States.
- Who is a good fit for this opportunity?
- Full-service event production firm with large public festival experience
- Proven background in food, beverage, and entertainment coordination
- Experience managing permitting, security, crowd control, and ticketing systems
- Strong regional marketing and sponsorship development capabilities
- Track record of partnering with local businesses and community stakeholders
- Capacity to deliver turnkey themed events with décor, staffing, and logistics
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