DEADLINE: Tuesday, March, 14th 2023 no later than 4:30 p.m.
The Cultural Development Foundation is seeking requests for proposals for the provision of production and curating services for the Arts Component – Visual Exhibition, 2023 Saint Lucia Jazz and Arts Festival scheduled for Sunday 7thMay – Thursday May 11th, 2023.
Administration:
This section provides RFP administrative information and guidelines for suppliers.
Proposals to be delivered in a sealed envelope and should be addressed to:
LORRAINE SIDONIE – CHIEF EXECUTIVE OFFICER
EVENTS COMPANY OF SAINT LUCIA
SEAGRAPES AVE.,RODNEY BAY
SAINT LUCIA
Mark all packages as stated below:
- RFP Title:
Arts Component – Saint Lucia Jazz & Arts Festival 2023
Production and Curation Services for Visual Arts Exhibition
- Name and address of Service Provider
Proposal Deadline is Tuesday, March 14th 2023 – No later than 4:30 PM (Local Time). The time and date proposals are due shall be strictly observed.
For any questions regarding this request for proposal please contact:
RAYMONA HENRY WYNNE: EXECUTIVE DIRECTOR
CULTURAL DEVELOPMENT FOUNDATION
BARNARD HILL, CASTRIES
TEL:(758) 457-9021
Background / History
In 2013, the Saint Lucia Tourist Board revamped the festival under the new brand, the Saint Lucia Jazz & Arts Festival, whereby various Arts components were infused into the festival. The redesigned concept featured a stronger presence of local arts with presentations of performing, visual and culinary arts. The capacity building element was also featured which included programs that targeted the local youth through various workshops.
This year, the Arts Component – Visual Arts Exhibition is spearheaded by the Cultural Development Foundation. The exhibition will be produced of the highest quality building on the successes of the 2016 event. It will be highly immersive gallery space that features modern and contemporary genres that span visual, auditory and performing pieces. The free admission is expected to appeal to audiences of all walks of life. The exhibition environment will facilitate formal and informal learning though workshops, panel discussions and other interactive activities.
The Expectation / Vision
The Visual Arts Exhibition is expected to be an iconic showcase artistic event to form part of the Saint Lucia Jazz and Arts Festival representing the work of well-known or emerging artists of Saint Lucia and the Caribbean Region.
The Visual Arts Exhibition will be the creative spot where art lovers meet annually meet in May to network and dialogue everything art.
Event Objectives:
The purpose of the Saint Lucia Jazz and Arts Visual Exhibition is to celebrate our heritage as an essential aspect of the Saint Lucia Jazz and Arts Festival experience primarily the visual arts. The event’s objectives are as follows:
- To stir up public interest in the Saint Lucia Jazz and Arts Festival
- To facilitate a congenial meeting point for visitors and locals participating in the festival
- To inspire and empower our people and communities to become confident and accomplished creative ambassadors, delivering Saint Lucia’s compelling creative and cultural proposition to the world
- To increase public education and raise awareness of the value of the Arts in youth development
- To provide a highly immersive gallery space that features modern and contemporary genres that span visual, auditory and performing pieces.
- To provide networking opportunities for new, established, emerging art enthusiast and creatives
- To set the buzz, ambience and mood for the upcoming events culminating on the weekend.
Scope of Work
The selected producer and curator will be required to plan the event from beginning to end, execute the many logistical tasks required to produce a high-quality event and measure the event outcomes. The selected producer will be responsible for the following event components:
- The event producer is required to produce five (5) days of the Visual Exhibition.
Visual Exhibition – Sunday, May 7th – May 11th 2023, the hours 10:00am to 9:00 pm daily.
- One (1) Press Launch Event. A pre – opening press conference with complete press kits that contain written texts explaining the exhibition concept, the list of artists and a CD of images. The date for this event is to be determined by the CDF.
- One (1) Panel Discussion – Organized panel discussion for artist and other experts during the opening week when interest is high.
- One (1) Outreach/educational component for the project should be included in the proposal as well, and should include initiatives such as a public lecture, workshop, or other such events designed to make the Arts Exhibition more accessible to the general public. The specific details of these components should be described in the proposal and be based on what the Proponent feels would best complement the exhibition.
Event Management Plan and Production
The Event Producer is responsible for maintaining a work plan that thoroughly details all event milestones. The event producer is also responsible for establishing the creative direction for the event in collaboration with the CDF and is responsible for the overall quality and presentation of the production.
Event Budget
The Producer is also responsible for preparing and managing the budget for the event and its critical components. To include but not limited to installation, dismantling, curator’s expenses, translation costs, catalog, opening reception, design, press, marketing, artists’ fees, project fees, overhead, advertising, printing catalog and invitations, shipping and handling, customs duty, framing, lighting and opening expenses.
Venue Selection
The event producer will be responsible for coordinating site visits and negotiating venue contracts for all events which comprise the Visual Exhibition. The event producer is responsible for creating the venue design for all days with final approval from the CDF.
Sponsorship
The selected event producer will be required to source sponsorship for the event. This must be done in collaboration with the Cultural Development Foundation.
Artiste Selection & Contracting
- Responsible for selecting and contracting suitable artiste for the event.
- Responsible for the selection of artist (local, regional and international) and work with the artiste to ensure the overall theme/look is adhered to.
Supplier Management
The event producer is responsible for identifying, contracting and liaising with all event suppliers for the Saint Lucia Jazz & Arts Festival – Arts Component – Visual Exhibition.
Event Marketing & Promotion
The Cultural Development Foundation will be responsible for the marketing and promotion of the Visual Exhibition. The Event Producer is required to provide some measure of input of the marketing and promotions plan for the event.
Risk Management
To identify risks and coordinate the relevant emergency services for the hosting of the event. The Event Producer is responsible for ensuring that all standards are met as it relates to the hosting of the event. The relevant agencies must approve the required permits or licenses when and where applicable. These plans include:
- Mass Casualty Response Plan
- Public Health License and Health Certificates
- Solid Waste Management Plan
- Electrical Inspection
- First Aid Support
- Liquor License
- Application for the erecting of a temporary structure
- Public Liability Insurance
- Emergency Services Support from the following agencies as applicable:
- Royal Saint Lucia Police Force
- Saint Lucia Fire Service
- Saint Lucia Life Saver’s Association
- Approved medical team
The Cultural Development Foundation will be responsible for the following as it relates to licenses and permits:
- Work Permits
- Public Liability Insurance
- Permission for the airing of live/featured music (ECCO)
Reporting & Evaluation:
Report to the Cultural Development Foundation on a regular basis on the progress of the planning for the show (time intervals to be established)
Conduct event evaluation post-event and provide a detailed report to the Cultural Development Foundation.
Management of Service
The service provider shall provide an outline of how the operations of the services requested will be executed. This will include their approach and ability to control and integrate their services. Inclusion of the management structure should be included, listing key personnel functions.
Proposal outline
The proposal should address all of the above including the following:
- Background information on the company submitting the proposal
- Experience in producing and curating a visual exhibition should be highlighted
- Two (2) written reference letters
- Additional information – suppliers may provide additional information that was not requested.
- Proposed concept(s) for exhibition
- Proposed concept(s) of educational/outreach component(s)
- Relevant Support Material (to include a maximum of 15 images, texts, video links, sketches, diagrams or other visualizations of past work and/or proposed
Failure to submit the requested information will result in an ineligibility of the proposal.
Terms, Conditions & Limitations
Conflict of Interest: The Offeror warrants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under the contract resulting from this RFP. The Offeror also warrants that, to the best of its knowledge, no officer, agent board member or employee of the CDF’s who shall participate in any decision relating to this RFP and the resulting contract, currently has, or will have in the future, a personal or pecuniary interest in the Offeror’s business.
Obligations: This RFP does not represent any obligation or agreement whatsoever on the part of the CDF. An invitation to respond to the RFP does not create any rights on the part of the applicant. Any documents provided to the applicant represent the best information at the disposal of the CDF. Respondents are encouraged to undertake their own investigations.
Evaluation period: The CDF reserves the right to analyze, examine and interpret any offer for a period of 90-days after the hour and date specified for the receipt of offers.
Rejection and Waiver: The CDF reserves the right to reject any or all offers and to waive informalities and minor irregularities in offers receive