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Attachment B 9b. Attachment D Proposal for Event Planning Services for the Roseville Home & Garden Fair The following estimates are based on my understanding of the scope of work, and the totals may be adjusted up or down if the scope of work is revised. They are also contingent upon my receiving access to paper and computer files from previous years, and meetings with key planning committee personnel. All information will be considered proprietary property of the City of Roseville and will be kept confidential. This pricing does not include approved out-of-pocket expenses, printing or shipping charges, which are extra and will be billed separately. Payment terms are invoice is due upon receipt. Specific Tasks Estimated Estimated (All time billed at the hourly rate of $80) Time Charge Attend Planning Meetings 20 hours $1,600 (Initial year only; fewer meetings anticipated in subsequent years) Assumes attendance at ten (10) two-hour planning meetings Travel time included (approximately 30 minutes round trip) Attend and Assist during Setup/Teardown and at the Fair Assumes 8 to 10 hours each day, Friday and Saturday 16-20 hours $1280 -$1600 Travel time included (approximately 30 minutes round trip) Vendor Registration Update exhibitor registration form and online registration on 6-8 hours $480 -$640 website, collect and confirm registrations Maintain vendor database for mailing/emailing lists 4-5 hours $320 -$400 Maintain exhibitor list 3-4 hours $240 -$320 Assign booth location 5-6 hours $400 -$480 Receive vendor/exhibitor inquiries 6-7 hours $480 -$560 Identify vendor locations on floor plan 3-4 hours $240 -$320 Marketing/Adverti sing Coordinate newspaper and billboard advertising 4-6 hours $320 -$480 Explore alternate marketing/advertising methods 3-4 hours $240 -$320 Logistics Coordinate carpet and booth rental/setup with outside vendor 3-4 hours $240 -$320 Coordinate volunteer assignments 4-5 hours $320 -$400 Solicit Sponsorships 4-5 hours $320 - $400 Workshops Identify workshop topics and solicit speakers (if necessary) 4-6 hours $320 -$480 Coordinate presentation times and A/V needs 4-6 hours $320 -$480 Publicity for workshops 4-5 hours $320 -$400 Evaluate presentations and attendance 4-5 hours $320 -$400 Printing and Binding Prepare program and related Fair materials 8-10 hours $640 -$800 Coordinate printing and delivery 2-3 hours $160 -$240 Website Update website before registration begins and throughout months leading up to Fair 10-12 hours $800 -$960 Update website following the Fair 3-5 hours $240 -$400 Totals: Estimated Time and Charges 120-150 hrs. $9,600 -$12,000