Proposal Submission:
EVENT MANAGEMENT SERVICES 2023
Submitted by:
Chanda Daniels, Owner/ Creative Director
A Monique Affair: Event Planning
1714 Franklin Street, Suite 100-222, Oakland, CA 94612
Phone: 510.334.3752 Email: [email protected]
www.amoniqueaffair.com
DocuSign Envelope ID: 39D6B8F9-6BBD-4BDB-BCDA-C1B5A4AE124B City of East Palo Alto
2415 University Avenue
East Palo Alto, CA 94303
Attn: Greg Henry, Senior Management Analyst
RE: Event Management Services, Letter of Transmittal
Dear Mr. Henry:
The planning team of A Monique Affair is pleased to submit this statement of qualification for Event Management Services for the City of East Palo Alto.
A Monique Affair is one of the leading event planning companies in the San Francisco Bay Area. After working in the wedding and event industry for over 45 years combined, we’ve developed a unique team approach to planning and producing events.
We understand how important it is to celebrate one of California’s most vibrant and diverse communities, in the San Francisco Peninsula. It is one that connects us, as our core value in A Monique Affair is diversity and inclusion and we tend to attract clients who value and celebrate the same.
We, as well as East Palo Alto, pride ourselves as one of the only multicultural planning companies that comprises youthful, diverse, and hard-working passionate event team members.
As an experienced event planning firm, we understand the details within the RFP, we understand that the communication with the staff, stakeholders, and creatives is crucial in the production of an event. We understand the heart of planning any successful event is having a clear laid out plan and milestones to make sure all goals are met.
The following categories listed within your RFP; Event Development, Layout, Timelines, Communication, Marketing & Promotion, Sponsorship, Participants, Event Setup and On-Site Management, Post Event and Clean-up are all outlined under the section “Proposed Scope of Work”.
I have reviewed all aspects of the City’s Contractor and Professional Services Agreement, including the City’s insurance and license requirements, which we currently have, and I am in agreement with all documents.
With our proven experience, I am confident that A Monique Affair has the professional resources to be an extremely valuable partner to your team.
Chanda Daniels, Owner and authorized signer for A Monique Affair Phone: 510.334.3752 Email: [email protected]
DocuSign Envelope ID: 39D6B8F9-6BBD-4BDB-BCDA-C1B5A4AE124B Technical:
Event Work Experience of Related Events 200+ attendees
1) Youth Advocacy Day 3.17.2016
After successfully planning 3 of the Youth Empowerment Fund’s annual events (2016, 2017 & 2018), we were hired to plan the lunch portion of the 2016 Youth Advocacy Day! We were hired to make sure the students experienced a fun and interactive lunch. We secured and managed the delivery of rentals, caterers, activities, and breakdown of all items after the students left.
2) California School-Based Health Alliance Conference 5.5.2016 – 5.6.2016 During this 2-day conference, we were hired to manage guest registration of more than 300 attendees on each day, as well as supporting the speakers and workshop presenters. 3) Youth Advocacy Day 3.16.2017
After successfully executing the YAD 2016 we were again secured to plan the lunch portion of the 2017 Youth Advocacy Day! We were hired to make sure the students experienced a fun and interactive lunch. We secured and managed the delivery of rentals, setup, caterers, activities, and breakdown of all items after the students left. *We were also secured for 2018 and then it was moved to being handled by another department.
4) National Lawyers Guild, Testimonial Dinner 4.29.2017 We were hired to support the NLG testimonial team logistically on the months leading up to and the day of their annual fundraiser dinner. On the day of, we managed the day from set up, creative contact, stage management and break-down. The event was attended by 200 guests.
DocuSign Envelope ID: 39D6B8F9-6BBD-4BDB-BCDA-C1B5A4AE124B 5) Cannabis Equity Summit 3.3.2018
We were hired to support the Make Green Go team logistically on the months leading up to and the day of their first equity summit. The first summit was attended by 200 conference guests. On the day of, we managed the day from set up, creative contact, registration, VIP’s and presenters support.
6) California School-Based Health Alliance Conference 5.17.2018 – 5.18.2018 We were hired again based on the team’s recommendation to their executive director to manage guest registration of more than 300 attendees on each day, as well as supporting the speakers and workshop presenters.
7) National Lawyers Guild, Testimonial Dinner 4.14.2018 We were hired the following year to fully produce NLG’s testimonial dinner. We secured all creatives, assisted with program planning, and introduced a silent auction to the event, which turned out to raise over $5k. The event was attended by over 200 lawyers and supporters of the guild.
8) 2nd Annual Cannabis Equity Summit & Expo 4.26.2019
Based on the scope and addition of the Expo to the summit, we were hired earlier on to hire, plan and manage all creatives and the logistics of the day. On the day of the event in addition to - day of - management and flow, we were largely responsible for the registration of conference attendees, and supported breakout session presenters. 9) Ronald McDonald House Charities (Bay Area), Golf Invitational + Music on the Patio
9.20.2021, 9.19.2022, 9.18.2023
We were hired to plan RMHC’s annual Golf Invitational and Music on the Patio Fundraiser. We curated all of the creatives for the Golf Invitational and Music on the Patio. We were responsible for finding all hole sponsors, working with multiple golf courses, and working with the venue, designing the overall look and securing creatives for Music on the Patio. The events were attended by 250 golfers +fundraiser attendees.
DocuSign Envelope ID: 39D6B8F9-6BBD-4BDB-BCDA-C1B5A4AE124B Event Work References
1) Organization: The Ronald McDonald House Name: Nicole Frances Williams, MSW Title: Chief Mission Officer (Former) Currently: Chief Executive Officer at Girl Scouts Address: 520 Sand Hill Rd, Palo Alto, CA 94304
Telephone Number: 510.695.1022 (cell) Email: [email protected] Event Date: 9.20.2021, 9.19.2022
Service(s) Provided: Full service non-profit event planning and day of production 2) Organization: The Ronald McDonald House Name: Nicole Frances Williams, MSW Title: Senior Director, Development & Marketing
Address: 520 Sand Hill Rd, Palo Alto, CA 94304
Telephone Number: 650.470.6006 Email: [email protected] Event Date: 9.20.2021, 9.19.2022, 9.18.2023
Service(s) Provided: Full service non-profit event planning and day of production 3) Organization: Seneca Family of Agencies Name: Megan Salazar Title: Special Projects Manager, Strategic Initiatives
Address: 8945 Golf Links Rd, Oakland, CA 94605
Phone Number: 510.301.6018 Email: [email protected] Event Date: 1.19.2023
Service(s) Provided: Full service non-profit event planning and day of production DocuSign Envelope ID: 39D6B8F9-6BBD-4BDB-BCDA-C1B5A4AE124B Proposed Methodology
Proposed scope of work will apply to all events within the RFP, this is our standard framework for event planning along with the summary of our planning phases.
Planning Phases Summary
Let's Connect Phase – The first step is to get the staff acquainted with, Aisle Planner planning program that will house the pertinent information pertaining to the celebration such as our to-do list, the budget, RSVP management, creative partner team (vendors) and the design process. Here, we will learn a little more about the event, the goals and objectives and any details that will aid in designing a unique event. After hearing the information, we will recommend the best venue and creatives that fits the overall vision and investment (budget).
Curation & Design Phase – We will have in-depth conversations about the overall look and feel of the day so that I can give you and your guests/stakeholders the best experience possible. Afterward, I will create a custom detailed design proposal to bring the vision to life. The best creative partners will be recommended to the staff to ensure all of the details from the approved design proposal fit the celebration perfectly. We work with some of the best teams in the industry but with the understanding, you may have other professional vendors that you prefer. However, those recommended by A Monique Affair were carefully sourced based on their experience, the design proposal, investment, and needs. During the design phase, we will secure and book your remaining creative partners.
Planning Phase – All of the planned details will start to come together. We will serve as the liaison between you and your hired creative partners. We will be in constant contact throughout to ensure the process is progressing smoothly.
Final Prep Phase – Approximately five to six weeks before your event day, we will begin the final planning stages of producing the event day timeline, following up with your creative partners and wrapping up any last minute plans that will need attention.
Celebrate Phase – It is celebration day! My team and I will be there to manage your creative partners, logistically coordinate the flow of the day and ensure your set-up and vision is met.
DocuSign Envelope ID: 39D6B8F9-6BBD-4BDB-BCDA-C1B5A4AE124B Proposed Scope of Work
Consultation/Communication:
Meet with the staff to define the goals, objectives, and vision for the day.
Creative master planning checklist for the staff which defines scope of tasks and deadlines.
Conduct 1 1/2-hour bi-weekly meeting(s) prior to the event(s) date(s) to make sure all tasks from the planning list are complete and to answer any pending questions.
Lead the staff to meet planning and logistics milestones.
Assist the staff with volunteer plans and logistics for the event(s) where volunteers are required.
Assist staff to determine a plan for communication towards timelines, deadlines and outreach to downtown businesses regarding any street closures and uses.
Assist the staff with event theme development to assure all elements of the event day flow with the staff's vision.
Assist the staff with identifying venues & all event creatives for the above events.
Assist the staff with menu development to make sure all restrictions are met, based on budget and needs of guests.
Meet with the staff to create event budget(s) that meet the goals for the events.
Coordinate with speakers, performers, and sponsors and provide support.
Work with the staff to develop marketing materials and ensure information regarding the event is updated online and in print materials.
Support staff in the search, development and agreement for sponsors.
Provide unlimited email/Basecamp support to the staff, with the response time of 48 hours.
DocuSign Envelope ID: 39D6B8F9-6BBD-4BDB-BCDA-C1B5A4AE124B Production:
Meet with the staff at the selected venue to review flow and expectations.
Present désign style board for event aesthetic.
Meet with the creatives to make sure décor is cohesive with the theme.
Meet with the caterer at the venue to review décor and flow.
Provide logistical support: selection of rental items; floor design and final logistics of the event day.
Contact all creatives to finalize plans and answer potential questions on or before 3 weeks to the event date(s).
Prepare event day itinerary and distribute event day packet to creatives/speakers/keynote on or before 2 weeks to the event date.
Event Day:
Arrive before the event to set up vignettes and decor.
Provide creative/vendor management and support during set-up of event.
Provide support and manage public facilities such as restrooms, public entertainment, children’s activities, food and beverages, trash, and recycling in coordination with City staff
Provide guest registration support and management.
Direct event in coordination with the staff to keep the day flowing.
Manage and coordinate event cleanup.
Post Event Day:
Close out final invoices with creatives/vendors, and supply event budget reporting to the staff.
Conduct event debrief with the staff.
Provide follow-up communications and surveys to creatives/vendors regarding registration for the next event.
DocuSign Envelope ID: 39D6B8F9-6BBD-4BDB-BCDA-C1B5A4AE124B Proposed Changes
There are no requested changes to the standard City professional services contract.
DocuSign Envelope ID: 39D6B8F9-6BBD-4BDB-BCDA-C1B5A4AE124B