Wheaton Arts Parade (WAP) is seeking to contract the services of 3 experienced logistics managers and 3 experienced stage managers to work with WAP, hereafter, the Client, to produce the Wheaton Arts Parade & Festival on September 25, 2022 from 10am - 5pm. Client will provide site plans and identify vendors, exhibitors, performers, parade participants, volunteers, and sound and power engineers. Proposals should be submitted using this form.

 

Logistics Managers (3) will manage all logistical aspects related to (1) the parade; (2) exhibitors and food/beverage vendors; and (3) entertainment on 3 stages. They will identify needs and manage tasks including volunteers. They will be on-site for the event and work with the Client in advance of the event.

 

Stage Managers (3) will be responsible for the flow of all performances, for introducing each performance (aka, masters of ceremonies, MCs), and for working with the sound technician and performers to trouble shoot any problems that may arise. They will attend one meeting in advance of the event with the Entertainment Logistics Manager and the Client.

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Details:

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Entertainment Logistics Manager (ELM): will manage production of all performances for the 3 festival performance areas: Plaza Stage, Grandview Stage, and Coffee House and will oversee the work of the stage manager/MCs. ELM will be on site to oversee entertainment and to address any problems that may arise. The ELM will:

• work with Client to develop a schedule of performances for each stage

• work with performers to identify technical requirements, including sound & power and make the sound and power contractors aware of performers' requirements

• ensure performers are notified of their performance times, when to arrive and where to place equipment

• coordinate volunteers to help stage managers as needed and available

• ensure that the Client has the correct information for each performance for inclusion in the program

• work with Client to edit instructions to performers

• will receive from Client a list of performers who have registered and been approved to entertain. ELM will make Client aware of if any performers cancel or if it becomes aware of requests from additional performers who want to participate.

 

Stage Managers: will introduce each performance and manage the transition between performances and may make public announcements from time to time at the request of the Client.
 

Vendor/Exhibitor Logistics Manager (VLM): will manage the arrival of vendors and exhibitors and facilitate load-out. All vendor/exhibit spaces are to be set up by 9am. VLM will be on site to oversee set up and address problems that may arise. VLM will:

• work with Client to assign vendors to exhibit spaces by September 7

• design a staggered arrival plan and assign times to each vendor/exhibitor

• manage the arrival and check-in and direct vendors/exhibitors to their spaces

• coordinate volunteers to help vendors/exhibitors unload and move vehicles quickly

• hang vendor/exhibitor signs on the designated exhibit space

• communicate with food and beverage vendors to make sure they have applied for and received the necessary permits

• work with food vendors to identify technical requirements, including power and make the power contractor aware of the vendors' requirements

• work with Client to edit instructions

• will receive from Client a list of vendors/exhibitors who have registered and been approved. VLM will make Client aware of if any cancelations or if it becomes aware of requests from additional vendors/exhibitors who want to participate.

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Parade Logistics Manager (PLM) will:

• work with Client to develop a parade order of appearance and edit instructions

• work with Client to assign assembly/staging places for parade participants and floats

• ensure participants are notified of their parade order and assembly places and when and where to arrive

• work with participants to ensure each has provided a brief "script" for the master of ceremonies to read when they reach the reviewing stand

• coordinate volunteers to move floats from storage garage to their assigned staging places

• manage the arrival and check-in and direct parade participants to their assembly places

• secure a place in the VIP assembly area for art to be stored for VIPs to carry and assign a volunteer to watch over the art.

• greet VIP participants at the designated location and ensure they have art to carry, push, or pull.

• identify the artists of each piece carried by a VIP and provide that name to the Grandview Stage Manager so it can be read when the VIP passes the reviewing stand. 

• coordinate volunteers to assist paraders and pull floats as needed including positioning volunteers at critical locations along the parade route.

• manage the entrance of participants and floats into the parade from their assembly places so that they are in the order written in the program

• work with Client to identify places for floats to be located after the parade and during the festival and coordinate float pullers and volunteers to put them in their assigned spots.

• work with Client to coordinate volunteers to move floats to storage at the end of the festival.