REQUEST FOR INFORMATION (RFI)

FOR
THE CITY OF WINDER

Date of Request: DECEMBER 16, 2021

Completed request must be submitted no later than JANUARY 17, 2022 by 5:00 P.M. EST

RFI issued by:

THE CITY OF WINDER

25 E. MIDLAND AVE.
PO BOX 566
WINDER, GA 30680

Contact Person: Maddison Dean

Contact Person Title: Director of Economic Development
Contact Person Phone Number: 678-425-6851
Contact Person Email: Maddison.dean@cityofwinder.com

PLEASE READ RFI CAREFULLY!

(Cover Page)
Request For Information (RFI) – Event Planning Services

The City of Winder is requesting information from businesses regarding “event planning services”. We
would like to know more about your company, services and related experience for planning large
community events, especially outdoors. The same information will be gathered from different businesses
and could be used to develop internal knowledge banks and to formulate specifications. This information
then could be used in the formulation of future pricing requests for event planning services procurement
using a Request for Proposal (RFP) or Request for Quote (RFQ). No contract will be awarded as a result of
this RFI.

The City of Winder invites those businesses which are capable of planning large, outdoor community
events and other services listed within this RFI or services you feel may meet the needs of the City as
described in this RFI.

Businesses are encouraged to participate in this request if they are interested in providing event planning
services listed in this RFI for the City of Winder. Businesses may include alternate services that meet the
needs of the City as described in this RFI.

How to respond to RFI: Businesses should provide all requested information outlined in this RFI.
Furthermore, businesses will need to attach any additional requested documentation and submit it
together with this request to:

The City of Winder

25 E. Midland Ave. (physical address)
PO Box 566 (mailing address)
Winder, GA 30680
ATTN: Maddison Dean

Contact Person Information:

Contact Person: Maddison Dean

Contact Person Title: Director of Economic Development
Contact Person Phone Number: 678-425-6851
Contact Person Email: Maddison.dean@cityofwinder.com

Responses to this RFI will be accepted until 5:00 PM EST on January 17, 2022.
Inquires can be submitted to the above contact person.
Email is the preferred method of receiving responses to this RFI.
The Responses must include the business name or company.

Statement of Need
The City is requesting information from businesses on availability of services as described in Attachment
A: “Event Planning Services.”

Background: Events have direct and indirect impacts on communities. They provide opportunities for
participation, skills development, volunteering and social, cultural, economic and environmental
developments. Community events and festivals can attract tourists and visitors at regional, state, and
national levels. However, festivals and events have impacts that go well beyond what can be measured in
economic terms. They contribute to the quality of life by strengthening communities, providing unique

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activities, building awareness of diverse cultures and identities, and promoting pride and heritage.
For these reasons and many others, the City of Winder has hosted several community events each year
drawing anywhere from a few hundred guests to over 10,000. Located between Highway 316 and
Interstate 85, the City of Winder is uniquely positioned to draw a diverse crowd of visitors with its
proximity to metro Atlanta and the metro Athens (University of Georgia) area. The City of Winder
recently invested in renovating Jug Tavern Park to include an outdoor amphitheater with full audio-visual
capabilities, a picnic pavilion, walking trails, and improved landscaping. This multi-million dollar project
shows the City’s dedication to providing quality outdoor spaces for our community to gather and enjoy.
The City is looking at the option of hiring a full-service event planning company to contract with to plan
future events, festivals, and programs at Jug Tavern Park and other City-owned facilities. The City is
interested in programming that would cater to residents of all ages, cultures, interests, and other
demographics. The City would like to see programming occur at least once per month.

Qualifications: All businesses should be licensed and insured.

What to provide in response to this RFI: We are interested in obtaining information from businesses who
are interested in participation of future procurement opportunities for those services listed in attachment
A: “Event Planning Services”.

1. Company Information: Business will provide general information about their company in a cover
letter as well as an overview of their organizational chart.

2. Services: Businesses will provide details on offerings and availability for each of the event planning
services listed in attachment A: “Event Planning Services”.

3. Additional Information: Businesses can provide additional information to verify their services meet
specifications when applicable. (optional)

4. Experience/References: Businesses are to submit relevant event planning experience and/or

references as a part of this RFI.

Questions: Please see the second tab on Attachment A.

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