Issuu

REQUEST FOR PROPOSAL

Executive Event Producer & Production Management Services Prepared by the San Antonio African American Community Archive and Museum

TABLE OF CONTENTS About SAAACAM

About the Legacy Awaard Ball Event Vision Scope of Services Deliverables Evaluation Criteria Consultant Qualifications Timeline Terms & Conditions Page 2

ABOUT SAAACAM

Mission: To collect, preserve and share the history and cultural heritage of African descendants of San Antonio and the southwest region. Vision: To be the leading model of community archives and museums in the world. Founded in 2017 by Everett Fly & George Frederick to ensure the story of San Antonio includes African descendants. SAAACAM started at 430 N. Cherry in the historic Sutton home. Partnering with Texas A & M San Antonio the community archive was born. In 2021, SAAACAM moved to La Villita. December of 2023, SAAACAM partnered with the city of San Antonio and Bexar County to purchase the Kress & Grant Department Stores on E. Houston Street. In 2024, SAAACAM purchased its own server to house the community’s stories. SAAACAM anticipates moving into their new location in 2028. Last year, SAAACAM engaged with 120 community partners, over 20,000 guests, gave away over 150 books in our Little Lending Library, 20 interns, added 98 collections, preserved 30 items from the Williams National Museum, completed 76 oral histories and had 40 speaking engagements. Page 3

ABOUT THE LEGACY AWARDS BALL The Legacy Awards Ball is SAAACAM's premier annual fundraising gala celebrating individuals whose leadership, innovation, and service preserve and advance the legacy of African descendants in San Antonio and the Southwest.

EVENT SNAPSHOT THEME: An Evening of Story, Music & Legacy DATE: January 22, 2027 ESTIMATED ATTENDANCE: 700 VENUES: Gunter Hotel, Empire Theatre, Kress Building FEATURED ARTIST: Lalah Hathaway FUNDRAISING PURPOSE: Operations and Capital DRESS: Black-tie AUDIENCE: Multi-generational and Diverse. Civic, philanthropic, corporate, arts, education, nonprofit, government and faith communities are represented. PARTNERS: Corporate, government, foundations, small businesses and individual philanthropists. Page 4

EVENT EXPERIENCE ACT 1

LEGACY DINNER Historic Gunter Hotel Sponsor/VIP Dinner VIP Hospitality Networking

ACT 2

LEGACY AWARDS Historic Empire Theatre Awards Entertainment Live Auction

ACT 3

LEGACY CELEBRATION Historic Kress Building After Party Music Cocktails Celebration

Page 5

SCOPE OF WORK OVERVIEW PRODUCTION LEADERSHIP

ENTERTAINMENT

GUEST EXPERIENCE TECHNICAL PRODUCTION BUDGET LOGISTICS

EVENT DAY POST EVENT Page 6

DELIVERABLES DELIVERABLES

DUE DATE

PRODUCTION TIMELINE

NOVEMBER 2, 2026

VENDOR LIST

DECEMBER 1, 2026

RUN OF SHOW

DECEMBER 28, 2026

CUE SHEETS

JANUARY 8, 2026

PRODUCTION BOOK

JANUARY 15, 2027

REHEARSAL SCHEDULE

JANUARY 8, 2027

EVENT REPORT

FEBRUARY 1, 2027

Page 7

DESIRED QUALIFICATIONS EXPERIENCE WITH

MULTI - VENUE EVENTS

PERFORMING ARTS CELEBRITY TALENT AV PRODUCTION NONPROFIT GALAS FUNDRAISING VIP HOSPITALITY

BLACK-TIE EVENTS MUSEUMS Page 8

DOWNTOWN EVENTS

PROPOSAL REQUIREMENTS COVER LETTER

TIMELINE

EXPERIENCE

FEE

APPROACH

REFERENCES INSURANCE Page 9

EVALUATION CRITERIA

Page 10

CRITERIA

WEIGHT

Relevant Experience

30%

Project Approach

25%

Qualifications

20%

Cost

15%

References

10%

TIMELINE

RFP RELEASED

QUESTIONS DUE

INTERVIEWS

PROPOSALS DUE

SELECTION

KICKOFF

EVENT

Page 11

TERMS, CONDITIONS, & SUBMISSION INSTRUCTIONS

1. Proposal Submission Proposals must be submitted electronically in PDF format by the date and time specified in the RFP schedule. Proposals should clearly identify the proposer and include all information requested in the Proposal Submission Requirements. Late or incomplete proposals may not be considered. All costs associated with preparing and submitting a proposal are the sole responsibility of the proposer. 2. Questions & Clarifications Questions regarding this RFP must be submitted in writing to the designated SAAACAM contact, Deborah Omowale Jarmon, admin@saaacam.org by the deadline identified in the RFP schedule. SAAACAM may distribute responses to questions or clarifications to all prospective proposers when the information is determined to be material to the solicitation. Proposers should not rely upon verbal interpretations or representations regarding this RFP. 3. Proposal Validity Proposals should remain valid for a minimum of 90 days following the proposal submission deadline unless otherwise stated by the proposer. 4. Costs & Fee Disclosure The proposal fee must include the following: Professional/consulting fees Personnel included in the proposed fee Anticipated reimbursable expenses Travel expenses, if applicable Additional event-day staffing costs Third-party contractor costs, if known Services specifically excluded from the proposed fee Price the entire Exhibit A as a single professional-services fee, then separately identify anticipated reimbursable expenses and third-party production costs. Page 12

TERMS, CONDITIONS, & SUBMISSION INSTRUCTIONS Any additional services or expenses outside the contracted scope must receive prior written approval from SAAACAM. 5. Contract Award Selection through this RFP process does not constitute a binding agreement. The selected proposer will be required to enter into a written professional services agreement with SAAACAM before work begins. The final scope of work, schedule, compensation, payment terms, deliverables, and other contractual requirements will be incorporated into the agreement. 6. Independent Contractor The selected consultant will perform services as an independent contractor and not as an employee, agent, partner, or joint venturer of SAAACAM. The consultant will be responsible for all applicable taxes, licenses, permits, insurance, and obligations associated with its personnel and business operations. 7. Authority to Contract & Commit Funds The selected consultant shall not enter into contracts, make purchases, incur expenses, or otherwise commit SAAACAM funds without prior written authorization from an authorized SAAACAM representative. SAAACAM retains final approval authority for all vendors, entertainment agreements, production expenditures, and material changes to the approved event budget. I would definitely include this one. Your producer may negotiate with artist representatives and vendors, but there should be no ambiguity about who can financially obligate SAAACAM. 8. Insurance Prior to commencement of services, the selected consultant shall provide evidence of appropriate insurance coverage applicable to the services being performed. Coverage may include, as applicable: Commercial General Liability

Page 13

TERMS, CONDITIONS, & SUBMISSION INSTRUCTIONS

Professional Liability / Errors & Omissions Automobile Liability when vehicles are used in connection with the services Workers' Compensation as required by law The selected consultant shall provide Certificates of Insurance upon request and comply with any insurance requirements imposed by SAAACAM or the event venues. 9. Licenses, Permits & Compliance The selected consultant shall comply with all applicable federal, state, and local laws, regulations, ordinances, venue policies, safety requirements, and licensing requirements related to the services provided. The consultant shall identify any permits, licenses, approvals, or certifications necessary for production activities within the consultant's scope and coordinate those requirements with SAAACAM. 10. Confidentiality The selected consultant may have access to confidential or proprietary information, including artist negotiations, contracts, budgets, donor and sponsor information, event plans, security procedures, and other nonpublic information. Such information shall not be disclosed or used for purposes unrelated to the engagement without prior authorization from SAAACAM. This is particularly important with the featured artist. You don't want someone posting, “We're producing Lalah Hathaway for SAAACAM!” before you announce it. 11. Publicity & Use of SAAACAM Name The selected consultant may not issue press releases, make public announcements, use SAAACAM's name or logo for promotional purposes, or publicly identify artists, sponsors, honorees, or other event participants without prior written approval from SAAACAM. Any social media content related to the engagement must comply with SAAACAM's communication and confidentiality requirements.

Page 14

TERMS, CONDITIONS, & SUBMISSION INSTRUCTIONS

12. Ownership of Work Product Unless otherwise agreed in writing, final event-specific work products created specifically for SAAACAM under the engagement—including production schedules, Run of Show documents, cue sheets, staffing plans, production books, and post-event reports—shall be provided to SAAACAM upon completion of the engagement. The consultant retains ownership of pre-existing proprietary tools, templates, methodologies, and intellectual property used in performing the services. 13. Conflicts of Interest Proposers shall disclose any actual or potential conflict of interest that could affect their ability to perform the services objectively and in SAAACAM's best interest. Any financial relationships with vendors recommended for the event, including commissions, referral fees, rebates, or other compensation, must be disclosed. 14. Subcontractors The proposer shall identify any significant portions of the Scope of Work anticipated to be performed by subcontractors. The selected consultant shall remain responsible for the performance and quality of all subcontracted services within its contracted scope. SAAACAM reserves the right to approve key subcontractors assigned to the project. 15. Changes to Scope Any material change to the contracted Scope of Work, fee, staffing, or reimbursable expenses must be documented and approved in writing by SAAACAM before the additional work or expense is incurred. 16. Cancellation or Event Modification SAAACAM reserves the right to modify, postpone, relocate, or cancel the event when circumstances require. The final professional services agreement will establish the parties' responsibilities regarding cancellation, postponement, force majeure, work completed, nonrefundable expenses, and rescheduling.

Page 15

TERMS, CONDITIONS, & SUBMISSION INSTRUCTIONS

17. Reservation of Rights SAAACAM reserves the right, at its sole discretion, to reject any or all proposals; waive informalities or minor irregularities; request clarification or additional information; conduct interviews; negotiate with one or more proposers; modify the RFP schedule; modify or cancel this solicitation; and select the proposal determined to be in the best interest of SAAACAM. SAAACAM is not obligated to select the lowest-cost proposal. 18. Right to Negotiate SAAACAM reserves the right to negotiate the final scope, staffing, schedule, deliverables, fee structure, reimbursable expenses, and contractual terms with the selected proposer prior to contract execution. If satisfactory terms cannot be reached, SAAACAM may discontinue negotiations and enter into discussions with another proposer. 19. Proposal Materials Materials submitted in response to this RFP will not be returned. Proposers should clearly identify information they consider confidential or proprietary. SAAACAM will handle proposal materials in accordance with applicable organizational policies and legal requirements. 20. Acceptance of RFP Terms Submission of a proposal indicates that the proposer has reviewed and understands the requirements of this RFP and is prepared to negotiate a professional services agreement substantially consistent with the Scope of Work and requirements described herein.

Page 16

EXHIBIT A SCOPE OF WORK

Executive Event Producer / Production Manager 2027 Legacy Awards Ball: “An Evening of Story, Song & Legacy” 1. Project Overview

The San Antonio African American Community Archive and Museum (SAAACAM) seeks an experienced Executive Event Producer / Production Manager to provide comprehensive production management for the 2027 Legacy Awards Ball, SAAACAM’s premier annual fundraising event. The selected consultant will work in partnership with SAAACAM leadership, staff, event committees, venues, vendors, sponsors, artists, and other partners to plan and execute a cohesive, high-quality, multi-venue experience. The event is anticipated to include three interconnected experiences within approximately one and one-half blocks of downtown San Antonio: The Legacy Dinner – Gunter Hotel An exclusive pre-program dinner and hospitality experience for sponsors and VIP guests. The Legacy Awards – Empire Theatre The primary awards and entertainment program featuring storytelling, recognition, fundraising, and live musical performance. The Legacy Celebration – Historic Kress Building A post-program celebration featuring music, elevated hors d’oeuvres, beverages, and an opportunity for guests to experience SAAACAM’s future Cultural Center. The Producer will be responsible for ensuring that these individual experiences function as one seamless event, with particular attention to production quality, timing, artist management, guest movement, hospitality, and overall visitor experience.

Page 17

2. Pre-Production Planning & Project Management The Producer shall: Work with SAAACAM to translate the event vision and creative concept into an executable production plan. Develop and maintain a comprehensive master production timeline identifying key milestones, deadlines, dependencies, rehearsals, deliveries, and decision points. Participate in regular production and planning meetings with SAAACAM staff and designated committee leadership. Establish a production communication structure for SAAACAM, venues, vendors, contractors, and other production partners. Identify production risks, conflicts, and operational challenges and recommend solutions. Coordinate production requirements across all three venues. Conduct venue walkthroughs and technical assessments as necessary. Advise SAAACAM regarding production feasibility, timing, staffing, equipment, and resource requirements. Maintain an up-to-date production contact list and responsibility matrix. Key Deliverables Master Production Timeline Production Responsibility Matrix Production Contact List Venue Production Plans 3. Entertainment & Artist Management The Producer shall provide professional support for the engagement of the featured artist and other performers participating in the event. Responsibilities shall include: Assist SAAACAM with entertainment contract negotiations. Review proposed artist agreements and riders from a production and operational perspective. Serve as the primary production liaison between SAAACAM and artist management once contracted.

Page 18

Coordinate technical, hospitality, transportation, lodging, security, backstage, and other rider requirements. Identify artist-related expenses not included in the performance guarantee and communicate those expenses to SAAACAM. Coordinate artist arrival, sound check, rehearsal, performance, and departure schedules. Coordinate dressing rooms, Green Room, catering, credentials, and backstage access. Coordinate with the venue and technical production team regarding backline and performance requirements. Coordinate any artist meet-and-greet, sponsor interaction, photography, media, or VIP engagement approved by artist management and SAAACAM. Ensure compliance with artist contractual requirements. Important: The consultant shall not execute contracts or make financial commitments on behalf of SAAACAM without prior written authorization. 4. Program & Show Production Working in collaboration with SAAACAM and the Program Committee, the Producer shall translate the approved program into a professionally produced live show. Responsibilities shall include: Develop the detailed Run of Show. Establish program timing and transitions. Coordinate award presentations, speakers, hosts, performers, auction segments, sponsor recognition, videos, and other program elements. Advise on program pacing and overall show length. Develop stage plots and backstage flow. Coordinate presenter and performer entrances and exits. Coordinate scripts, presentation decks, videos, music, and other production assets with the appropriate SAAACAM team members. Develop cue sheets for lighting, audio, video, stage management, and other technical elements. Page 19

Coordinate rehearsals, sound checks, technical rehearsals, and cue-to-cue rehearsals. Provide or coordinate professional stage management and show calling. Manage backstage activity during the program. 5. Audio/Visual & Technical Production The Producer shall oversee and coordinate the technical production necessary to deliver a professional theatrical experience at the Empire Theatre and technical support required at the other event venues. Responsibilities may include: Audio Lighting Projection and video LED screens or displays Playback systems Microphones Presentation systems Stage equipment Backline Power requirements Recording Livestream or broadcast support, if applicable Communication systems Technical staffing The Producer shall: Review venue-provided technical capabilities and identify supplemental needs. Assist SAAACAM in soliciting and evaluating A/V and production proposals as needed. Recommend appropriate equipment and staffing. Coordinate technical vendors. Review technical costs and recommend value-engineering opportunities without compromising production quality. Ensure technical requirements contained in artist riders are incorporated into the production plan. Page 20

Coordinate technical load-in, testing, rehearsals, performance, and load-out. 6. Multi-Venue Logistics & Event Flow Because the Legacy Awards Ball will operate across three nearby venues, the Producer shall develop and oversee an integrated operational plan addressing the movement of guests, artists, staff, vendors, equipment, and event activities. Responsibilities shall include: Develop the master event-day operational schedule. Coordinate venue access and production schedules. Develop load-in and load-out schedules. Coordinate vendor arrival and departure windows. Coordinate production equipment movement. Assist with planning guest transitions between venues. Identify bottlenecks and recommend appropriate staffing, signage, security, or operational solutions. Coordinate with SAAACAM regarding accessibility requirements. Coordinate with security, parking, transportation, and venue teams as appropriate. Develop contingency plans for delays, inclement weather, technical failures, artist delays, or other operational disruptions. 7. Visitor & Guest Experience This is an area I would specifically retain from the consultant relationship you've had in previous years rather than allowing it to disappear under "logistics." The Producer shall work with SAAACAM to ensure that the guest journey reflects the quality, hospitality, and storytelling objectives of the Legacy Awards Ball. The Producer shall: Review the guest experience from arrival through departure. Advise on check-in and entry flow. Review VIP and sponsor hospitality. Coordinate guest movement among venues with the Hosts/Hospitality and Logistics Committees. Advise on wayfinding and directional signage. Page 21

Identify opportunities to enhance transitions between each phase of the evening. Review accessibility and accommodations. Assist in developing contingency plans for guest service issues. Ensure that production operations do not interfere with the intended guest experience. The desired outcome is for guests to experience the Gunter Hotel, Empire Theatre, and Kress Building not as three separate events, but as three chapters of one cohesive evening. 8. Vendor Coordination & Management The Producer shall coordinate production-related vendors and contractors, which may include: Audio/visual Lighting Entertainment Staging Rentals Décor installation Photography and videography Transportation Security Signage Specialty entertainment Other production-related vendors Responsibilities include: Coordinate vendor requirements and schedules. Facilitate communication between vendors and venues. Verify production requirements before event day. Monitor vendor performance. Identify conflicts or duplicative services. Coordinate production-related vendor load-in and load-out. SAAACAM shall retain final authority for vendor selection and contracting unless otherwise authorized in writing.

Page 22

9. Production Budget & Cost Management The Producer shall work within the event budget established by SAAACAM and provide ongoing production cost oversight. Responsibilities shall include: Develop or assist in developing the production budget. Provide realistic cost estimates. Review vendor proposals and production quotes. Identify potential cost savings and value-engineering opportunities. Track approved production expenses against budget. Alert SAAACAM promptly to anticipated budget variances. Obtain approval before authorizing additional production expenses. Assist with reconciliation of production-related invoices following the event. 10. Event Staffing & Volunteer Coordination The Producer shall develop and coordinate a comprehensive staffing plan that clearly identifies the personnel required to execute the Legacy Awards Ball across all event venues. The staffing plan should distinguish between professional production personnel, venue-provided personnel, contracted vendors, SAAACAM staff, committee members, and volunteers. The Producer shall work collaboratively with SAAACAM to ensure that each event function is appropriately staffed, that roles and reporting relationships are clearly defined, and that all personnel understand their responsibilities before event day. 10.1 Production Staffing Plan The Producer shall identify and recommend the professional production personnel necessary to execute the event successfully. Positions may include, but are not limited to: Executive Producer / Production Manager Assistant Production Manager Stage Manager Assistant Stage Manager Show Caller Audio Technicians Lighting Technicians Page 23

Video / Projection Technicians Backline Technicians Artist Liaison Artist Hospitality Coordinator Green Room Coordinator Production Assistants / Runners Venue Production Liaisons Load-in / Load-out personnel Photographer and videographer coordination personnel, as appropriate The Producer shall specify which personnel are included within the consultant's proposed fee and which personnel would require separate contracting or additional expense. 10.2 Multi-Venue Staffing Because the event will operate across multiple venues, the Producer shall recommend an appropriate staffing structure for each location and for the transitions between venues. The staffing plan should address, at minimum: Gunter Hotel – Legacy Dinner Sponsor/VIP arrival coordination Production liaison Program timing Entertainment or technical support, if applicable Transition coordination from dinner to the Empire Theatre Empire Theatre – Legacy Awards Front-of-house production coordination Stage and backstage management Artist hospitality Technical production Presenter and awardee coordination Program timing and show calling Coordination with Empire Theatre staff Guest transition to the Kress Building Page 24

Historic Kress Building – Legacy Celebration Production oversight Entertainment coordination A/V support Vendor coordination Guest-flow support Event closing and production load-out At least one designated production leader should be assigned to each active venue whenever multiple venues are operating simultaneously. 10.3 Chain of Command The Producer shall establish a clearly defined event-day chain of command. The plan shall identify: Lead decision-maker for production matters Designated SAAACAM executive contact Venue leads Technical leads Artist liaison Vendor leads Volunteer leadership Emergency escalation contacts The Producer shall ensure that staff, vendors, and volunteers understand whom they report to and how issues should be escalated. 10.4 Volunteer Integration SAAACAM anticipates utilizing volunteers to support selected guest-facing and operational functions. The Producer shall work with SAAACAM's Volunteer Committee to identify positions that may appropriately be filled by volunteers without replacing functions that require professional or licensed personnel.

Page 25

Volunteer assignments may include: Guest greeting Registration/check-in assistance Wayfinding Ushering Sponsor/VIP escort assistance Awardee and presenter escort assistance Auction assistance Program distribution Guest transition support between venues After-party hospitality support General event information Production runners, where appropriate The Producer shall advise SAAACAM when a particular function should be performed by trained event professionals rather than volunteers. 10.5 Volunteer Staffing Requirements For each volunteer assignment, the Producer shall assist SAAACAM in identifying: Number of volunteers required Reporting time Shift duration Assignment location Supervisor Duties Dress code Credentials/access requirements Training requirements Meals or refreshments Parking or transportation considerations Check-in and check-out procedures

Page 26

10.6 Volunteer Orientation & Training The Producer shall participate in the development of event-specific volunteer instructions and shall provide production-related information necessary for volunteers to perform their assignments effectively. Training should address, as applicable: Event overview and schedule Venue layout Guest journey Sponsor and VIP protocols Accessibility Wayfinding Emergency procedures Communication protocols Escalation procedures Confidentiality where appropriate Professional conduct and guest service expectations A final event-day briefing will be conducted for volunteers whose assignments interact directly with production operations. 10.7 Credentials & Access Control The Producer shall work with SAAACAM and venue representatives to establish an appropriate credentialing and access system for individuals requiring backstage, production, artist, VIP, vendor, or restricted-area access. Credential categories may include: SAAACAM Leadership Production Artist / Artist Management Backstage Vendor Media Volunteer

Page 27

Sponsor/VIP All-Access, where appropriate The Producer shall help ensure that restricted production and artist areas remain appropriately controlled. 10.8 Communications Plan The Producer shall establish an event-day communications plan appropriate to the scale and complexity of the event. The plan should identify: Radio or communication-device needs Radio channels or communication groups Personnel requiring radios Primary venue contacts Emergency communication procedures Communication protocol between the three venues Key production personnel should have direct communication capability throughout event operations. 10.10 Event-Day Staff Briefings The Producer shall conduct or coordinate appropriate pre-event briefings for production personnel and other assigned teams. Briefings should include: Event objectives Final Run of Show Venue assignments Timing Guest-flow plan Artist protocols Sponsor/VIP protocols Communication procedures Contingency plans Emergency procedures Chain of command Page 28

10.11 Staffing Contingencies The Producer shall identify staffing contingencies for foreseeable issues, including: Late or absent personnel Artist schedule changes Technical delays Guest arrival surges Extended program timing Venue transition delays Medical or emergency incidents Weather impacts on guest movement, if applicable Key Deliverables Comprehensive Event Staffing Plan Venue-by-Venue Staffing Matrix Event-Day Chain of Command Production Organization Chart Volunteer Position Recommendations Master Staff and Volunteer Schedule Credential and Access Plan Event-Day Communications Plan Production Staff Contact Sheet Staff/Volunteer Briefing Materials The Producer is responsible for determining what staffing the production requires, while SAAACAM remains responsible for recruiting and managing its general volunteer pool unless otherwise specifically contracted. 11. Rehearsals & Final Readiness Prior to the event, the Producer shall coordinate: Final venue walkthroughs. Production meetings. Technical rehearsals. Artist sound checks. Presenter/host rehearsals as appropriate. Cue-to-cue rehearsal. Page 29

Final review of the Run of Show. Confirmation of vendor arrival schedules. Backstage readiness. Technical testing. Emergency and contingency procedures. The Producer shall conduct a final production readiness review with designated SAAACAM leadership before doors open. 12. Event-Day Production Management The Producer shall serve as SAAACAM's lead production professional throughout event execution. Responsibilities shall include: Provide overall production command and coordination. Manage the master event schedule. Coordinate production activities across all venues. Serve as primary liaison with venue production personnel. Oversee production vendors and technical teams. Manage artist production requirements. Oversee backstage operations. Coordinate rehearsals and sound checks. Execute the Run of Show. Call or supervise show cues. Monitor program timing. Troubleshoot production and operational issues. Coordinate transitions among the Gunter Hotel, Empire Theatre, and Kress Building. Maintain communication with designated SAAACAM leadership. Support a safe, professional, and exceptional guest experience.

Page 30

Page 31

13. Post-Event Services Following the event, the Producer shall: Oversee production load-out and vendor closeout. Confirm return of rented production equipment. Participate in a post-event debrief with SAAACAM. Identify successes, challenges, and recommendations. Assist with production invoice reconciliation as requested. Provide a written post-event report summarizing key findings and recommendations for future Legacy Awards Balls. SAAACAM retains responsibility for event vision, fundraising, sponsorship solicitation, ticket sales, awardee selection, program content approval, marketing strategy, and final budget/contract approval. EXHIBIT A DELIVERABLES Master Production Timeline Production Budget and Cost Tracking Production Responsibility Matrix Production/Vendor Contact List Artist Production and Hospitality Plan Multi-Venue Operations Plan Load-In/Load-Out Schedule Production Staffing Plan Detailed Run of Show Technical and Show Cue Sheets Rehearsal/Sound Check Schedule Event-Day Production Book Emergency/Contingency Contact Plan Post-Event Production Report

Page 32

210-724-3350 RFP questions to: admin@saaacam.org saaacam.org 3737 Broadway, Suite 300, San Antonio TX 78209