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29th Annual Mayor’s Arts Awards - Call for Producer

This Statement of Work is between Events Producer  (hereinafter called Producer) and DC COMMISSION ON THE ARTS & HUMANITIES (hereinafter called DCCAH), for the purpose of complete production services for the 29th Annual Mayor’s Arts Awards (MAA), scheduled for the Fall of 2014.

The Mayor’s Arts Awards are the most prestigious honors conferred by the city on individual artists, organizations and patrons of the arts. Mayor’s Arts Awards are presented in the following categories: Outstanding Contribution to Arts Education, Excellence in an Artistic Discipline, Outstanding Emerging Artist, Innovation in the Arts and Outstanding Service to the Arts. In addition, Mayor’s Arts Awards for Teaching are presented in Language Arts, Performing Arts and Visual Arts.  The Awards event also presents a host of special recognition awards that recognize visionary leadership or lifetime contribution to the arts in the District of Columbia.

Since its inception in 1981, the Mayor’s Arts Awards has recognized artistic excellence and service among artists, organizations, and patrons in the District, while bringing awareness to the presence and vitality of the arts community in the city through on-stage performances.  Past Award recipients include extraordinary members of our community, namely Leonard Slatkin, Roberta Flack, Shirley Horn, Peggy Cooper Cafritz, George Stevens, Howard University’s Division of Fine Arts and Sweet Honey in the Rock.  The annual ceremony attracts approximately 1,200 attendees including dignitaries, government officials, and distinguished awards presenters.

About the DC Commission on the Arts and Humanities

The DC Commission on the Arts and Humanities provides grants, professional opportunities, education enrichment, and other programs and services to individuals and nonprofit organizations in all communities within the District of Columbia. The Arts Commission is supported primarily by District of Columbia government funds and in part by the National Endowment for the Arts.

Producer candidates will be considered for selection based on the following:

HOW TO APPLY: Send the requested materials by mail to DC Commission on the Arts and Humanities, Attention Ebony C. Blanks, Special Event Manager, 200 I Street, SE, Suite 1400, Washington DC 20003 by Monday April 21, 2014. (Postmarks will not be accepted)

  • Resume
  • Up to 4 work samples, a minimum of 2 work samples are required. Work samples can include photos, video, print collateral, etc.
  • 3 professional references
  • 2 professional letters of support

Successful candidates may be contacted to present an in-person concept proposal to the Mayor’s Arts Awards Committee the week of April 28, 2014.
 

GUIDELINES:

  • DCCAH will provide visionary direction for MAA content and programming.
  • DCCAH will establish a review timeline with designated benchmarks for all aspects of production, in which the producer is expected to adhere to.
  • DCCAH will award Producer a contract fee of $13,320 (12%)

QUALIFICATIONS:

  • Producer must be experienced and have previously produced events in major production houses such as the John F. Kennedy Center for the Performing Arts, Warner Theatre, National Theater, or production houses with capacity of 1,000 plus. for at least 10 years.
  • Producer must have knowledge and prior experience with the District of Columbia Government rules and regulations.
  • Producer must have extensive knowledge in the District of Columbia and surrounding arts community.
  • Producer must have prior experience and demonstrated success in producing large scale, signature events including award shows, fundraisers, arts presentations, galas, etc.
  • Producer must be self-insured with a policy of at least $1,000,000 and be in good standing with the District of Columbia.

INCLUDED SERVICES:

  • Create, In collaboration with DCCAH, create a detailed budget for the MAA expenditures.
  • Create, In collaboration with DCCAH, create the content (programming) of the MAA.
  • Create production design and all scenic and technical elements to execute programming.
  • Vet all talent, presenters and program participants for appropriateness and submit to DCCAH for final approval.
  • Secure all talent, both local and celebrity, presenters and program participants, including contracting and rendering payments.
  • Oversee production, including hiring production vendors, develop Run of Show. This includes hiring on-site, day-of-event production personnel.
  • Provide DCCAH a list of proposed presenters for DCCAH approval.
  • Execute the production script according to approved review timeline established by the DCCAH.
  • Ensure the production of all digital media elements for the event, including Special Recognition videos and nominee videos and animation in compliance with Federal and District ADA rules and regulations.
  • Coordination of front and back of house needs with the venue.
  • Call monthly production meetings up to one month prior to event; and weekly thereafter until the date of the event.
  • Provide rehearsal coordination, inclusive of location logistics, management, and staffing.
  • Provided day-of-event coordination, management and staffing, inclusive of volunteers.
  • Plan and execute all aspects of MAA reception inclusive of venue, invitees, menu, vendors, etc. with final approval by DCCAH.
  • Manage all communication needs and technical requirements of performers, presenters, staff, and volunteers.
  • Producer will be responsible for hiring a Director or have the role of Director for MAA.

EXCLUDED SERVICES:

  • DCCAH will establish the project budget.
  • DCCAH will secure MAA venue.
  • DCCAH will provide visionary direction for MAA content and programming.
  • DCCAH will be responsible for providing Producer with script per event timeline.
  • DCCAH will be responsible for handling all marketing and public relations efforts for the MAA.
  • DCCAH will manage all marketing cost for MAA.
  • DCCAH will create initial marketing strategy for the MAA which will be developed into complete plan.
  • DCCAH will secure sponsorship dollars for MAA as determined.
  • DCCAH will manage invitations of ceremony and reception and secure audience for MAA.

CONTACT: Ebony C. Blanks, Special Events Manager (202)724-5613, ebony.blanks@dc.gov