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Bid Number: 14-042
Bid Title: Operation of 2014 Santa’s Cabin Program
Category: Administrative Services & Supplies
Status: Closed



Request for Services

Project: Operation of 2014 Santa’s Cabin Program

Deadline: 2:00 p.m.,October 21, 2014

Proposal Submittal: Proposals may be submitted, by the deadline, via email () or hand delivered to 107 South Cascade Avenue, Montrose, Colorado.

Project Summary

The Office of Business and Tourism (OBT) invites local agencies and individuals to submit proposals for the operation of the annual community Santa’s Cabin.

The Santa’s Cabin program occurs in two locations: the downtown cabin should be open every weekend from November 28 until December 21, for a minimum of three hours each weekend day; the Timberline Bank location at Oxbow Crossing typically hosts a visit by Santa twice.

Proposals should include a marketing plan with anticipated costs, a sponsorship plan to help offset costs, and a fee for services provided. Plans that will expand on the “Winter Wonderland” theme (for decorations, etc.) are highly encouraged. City and OBT assistance may be available for site plan; however, such requests must be outlined in the proposal. Vendor will be responsible for seeking community support, sponsors, and donations to help offset costs, enhance the overall experience, and bridge the event to the community and encourage collaboration with other events.

About Santa’s Cabin

Santa’s Cabin is a small building temporarily located at the Uncompahgre Events Plaza in downtown at the corner of South First Street and South Cascade Avenue in Montrose, Colorado. Open weekends, post-Thanksgiving through Christmas in the November-December time frame, Santa’s Cabin is part of a multi-day event offering free photos with Santa (printed on-site and provided immediately), candy canes, and small token gifts to over 1,200 area children.

The OBT has invested financially (and with staff and volunteer time and energy) to enhance and update the Santa’s Cabin experience, adding new features to ensure safety, comfort, and enjoyment. The OBT welcomes proposals that will:

  • maintain the foundation of the program (e.g., Winter Wonderland look and feel, s'mores by the fire, etc.)
  • add new elements to enhance the event experience (e.g., facilitate visitor caroling and other complementary events, etc.)
  • grow attendance by increasing visibility to locals and regional visitors, with a target attendance of 1,200 for the multi-day event

Scope of work

  1. Schedule, host, and lead a strategy meeting for the OBT, Downtown Development Authority (DDA) committee(s), Straw Hat Farms, and other interested businesses:
    1. define roles
    2. review proposed budget, volunteer responsibilities, and potential sponsorships
    3. coordinate with other complementary or relevant holiday events
  2. Manage schedule that includes all staff training, opening and closing, snow removal, heater set up and storage, activity supervision, etc.
  3. Provide photography services to guests
    1. Canon Selphy CP800 printers
    2. Canon Paper & Ink (box of 108 sheets), 100x148mm / 4”x6” (KP-108IN) 
    3. The OBT has 4 full boxes that will be provided.
  4. Manage event logistics and track guest flow (where they are from/zip codes, how many are seen daily, collect e-mail addresses, etc.)
  5. Manage sponsorship/community collaboration outreach and ensure OBT is made aware of all sponsors and supporting organizations for proper acknowledgement in marketing materials; this must be accomplished in a timely fashion so proper recognition is assured
  6. Coordinate with Timberline Bank at Oxbow Crossing for at least two visits by Santa; times and dates will be determined following the attendee’s planning session with the bank
  7. Communicate with OBT to ensure all event information is correct and up-to-date
  8. Decorate cabin and grounds (include any requests for assistance in this request for service)
  9. During post-event meeting in January, provide OBT with post-event report, and coordinate joint thank you letters to sponsors and volunteers, including full contact/mailing information; OBT will provide printing, paper, and postage
  10. The OBT will provide:
  11. Insurance (cabin only)
  12. Cabin placement and removal
  13. Event fee to awardee
  14. Placement, removal, and training for four outdoor propane heaters, including  propane
  15. A custom-made fire ring (for ambiance, cooking s'mores, caroling events, etc.)
  16. Overall guidance as needed, provided by Visit Montrose Coordinator and Special Events Coordinator, who will:
    1. approve decorations, vendors, and entertainment
    2. write and distribute all press releases; awardee will provide information by following a template provided by the OBT
    3. Coordinate advertising, social media posts, and regional calendar listings

  1. Photography assistance to include
    1. Two 4x5 photo digital printers (with remnant photo paper from 2013 event)
    2. One digital, point-and-shoot camera
  2. Santa and Mrs. Clause

The OBT will not be responsible for:

  1. Staff and volunteer insurance (managing organization must provide)
  2. Expenses exceeding approved budget (prior discussion and/or written approval required)
  3. Signage
  4. Give-away items
  5. Miscellaneous supplies (e.g., cameras, additional photo paper, decor, etc.)

Publication Date/Time:
10/8/2014 12:00 AM
Closing Date/Time:
10/21/2014 2:00 PM
Contact Person:
Stacey Ryan
Related Documents:

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