SOW: Production Manager

Oakland Bay Area Chapter of The Links, Incorporated 60th Annual Cotillion

Scope of Work (SOW) for Production Management Services

PURPOSE: The Purpose of this document is to provide a clear understanding of services needed, and to request a bid for Production Management services only, in relationship to and in connection with the Oakland Bay Area Chapter of The Links, Incorporated’s (OBAL) 60th Annual Cotillion. Your response does not constitute a contract.

The services described below are continuing up through, including and subsequent to the Links 60th Cotillion, which will be held at the San Francisco Marriot Hotel, Saturday, December 22, 2018. Please read this Scope of Work carefully and state your price in the area indicated. No fax or electronic copies will be accepted.

Inquiries are to be directed to Leah Robinson-Leach by July 15th via email:

The successful candidate will be contacted no later than August 1, 2018.

The Links will award the final contract based on the following criteria so please address these components in your response.

Summary of Criteria
Cotillion Production Management RFP Summary of Criteria
• Cost
• Experience/Depth
• Flexibility
• Collaborative Relationship
• Project Coordination

Summary of Services
Cotillion Production Management RFP Summary of Services
• Overall Event Technical Coordination
• Production Coordination
• Choreography Technical Coordination
• Music Technical Coordination
• Program Technical Coordination

The selected Production Manager shall prepare a written contract for approval and signature by the Links.

The OBAL requests professional production management services as follows:


A. Technical coordination includes: Overseeing stage, sound, lighting, set design and color coordination; oversees the configuration of the stage set design relevant to room dimensions and the scale of choreographer and orchestra director needs; coordinates and oversees the pre-production set up the day before the event and teardown the night of the event.

B. Production coordination includes: Production of the power point presentation; slow dissolves, text and music sync (necessary enhancements); coordination with the videographer pre-event and the day of the event; coordinates direct live video caption for implementation on multi-media screens pre-show and the day of the event.

C. Choreography technical coordination includes: Coordinates the timing of each dance for the purpose of stage, lighting cues, videographer’s camera cues and pre-program artistic review. Coordinates with the hotel lighting director the day of the event and pre-program lighting (computer lighting board).

D. Music technical coordination includes: Rehearsal and sound check coordination on the day of the event with the orchestra director, vocalist(s), band and DJ.

E. MC coordination includes: Follows script and adheres to timeline; confirms all transitions; addresses all sound issues; briefs and coordinates with technical staff and AV management; coordinates equipment placement relative to acoustics and set design.

F. Necessary meetings may include the following: One vendor meeting prior to the event; one vendor meeting after the event; hotel meetings as needed.


By completing and submitting this SOW, you are committing to OBAL that, if selected, you have adequate resources and staffing to meet the needs of the OBAL and the OBAL Cotillion through the completion of your contract.


Have you or your company provided prior services to OBAL? Y / N. If so, provide a brief summary of the date(s) and type(s) of service(s).


If selected, you may be required to provide proof of insurance and indemnification of OBAL at the time of the signing of the contract for these services. OBAL secures liability insurance to cover all rehearsals.


The Links, Incorporated is one of the Nation’s oldest and largest volunteer service organizations of extraordinary women who are committed to enriching, sustaining and ensuring the culture and economic survival of African Americans and other persons of African ancestry. To that end, OBAL seeks to contract and work with businesses and individuals committed to, including, qualified minority-owned businesses, who provide quality products and performance at reasonably competitive prices and who are committed to diversity in the Bay Area Community.


The prices quoted herein shall be valid as of the date signed and if accepted, continue in effect until the contract is fully performed.

Total Compensation $______________________________________

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