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HomeMy WebLinkAboutExhibit BCLARKE SMART SOLUTIONS DRAFT SCOPE OF SERVICES: • Create, manage, and execute all aspects of your event from pre -planning, determining resources and needs, pre -event marketing, and on -site coordination to post event follow up. • Assist in ordering supplies needed for events to ensure all items arrive in a timely fashion. • Assist in site and vendor selection and negotiating the best possible rates and terms • Work to coordinate and communicate all efforts with venue and venue staff • Work to coordinate and communicate all efforts with vendors • Develop effective and collaborative relationships with internal and external stakeholders • Supervise staff at events, assign duties, and provide general direction • Conduct post -event data and strategic analysis to inform future events • Plan and execute pre -event marketing • Facilitate key stakeholders in determining the vision of the event and defining of a successful outcome • Develop and Manage event timeline commitments and deadlines throughout the process • Provide Weekly Updates throughout the process • Prepare and distribute invites • Monitor and manage all areas of the budget and report directly to key stakeholders • Staff and supervise all elements of event day Specific to the Barbeque Competition • Define the Purpose and Format: Determine the format, such as individual or team entries, specific categories (ribs, brisket, chicken, etc.), and judging criteria. • Set a Date and Location: CSS will choose a suitable date and time for the competition while making sure it's convenient for participants and attendees. • Create Categories: CSS will decide on the barbecue categories participants will compete in, such as ribs, pulled pork, chicken, and brisket. CSS will also include side dishes and desserts as sub categories. • Establish Rules and Regulations: CSS will create a set of rules and guidelines for the competition. Include information about cooking methods, equipment allowed, presentation standards, safety precautions, and any other relevant details. • Gather Participants: CSS will manage the invitation of local grillers from Palm Beach County to Monroe County. CSS will clearly communicate entry requirements, deadlines, and any entry fees if applicable. • Set Up Judging: CSS will arrange for a panel of judges to evaluate the barbecue entries. Judges could be local chefs, food enthusiasts, or experienced barbecue aficionados. In addition, we will develop a scoring system and criteria for each category, including taste, tenderness, appearance, and overall impression. • Plan Entertainment: CSS will source and book entertainment elements to keep attendees engaged. This could include music, games, a designated play area for kids, or even cooking demonstrations. • Arrange Prizes and Awards: CSS will create and manage an attractive prize structure for the winners of each category. • Promote Safety and Hygiene: CSS will ensure that all participants follow proper food safety practices while preparing and cooking the barbecue. CSS will ensure the availability of sanitation stations and guidelines for handwashing and food handling. • Design Event Layout: Plan the layout of the event space, considering the cooking stations, judging area, seating for attendees, and any other necessary sections. Make sure the flow of the event is well -organized. • CSS will create a Timeline: Develop a detailed schedule for the event, including setup time, cooking times, judging, and awards presentation. CSS will manage the communication of this schedule to participants and attendees. • Document the Event: CSS will source and manage the documentation of the event to include photographers, drones and social media influencers. • Responsibilities: CSS will source and assemble a team of volunteers to assist with various tasks, such as registration, setup, food distribution, and cleanup. Event Branding Clarke Smart Solutions will work with Venture Miami to create a cohesive and recognizable brand strategy focused on customization and experience. Media Management Clarke Smart Solutions will assist Venture Miami in sourcing, securing, coordinating and managing all local media affiliation and support for the event. Payment Terms • 50% deposit at execution of agreement. • 25% payment 30 days prior to event. • 25% payment 72 hours before event.