Decorations, Floral Arrangements, and Draping for the Rodeo Uncorked! Champion Wine Auction & Dinner

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1 REQUEST FOR QUOTE: Decorations, Floral Arrangements, and Draping for the Rodeo Uncorked! Champion Wine Auction & Dinner Quote: # RFQ Released: October 23, 2017 Deadline for Quotes: Tuesday, October 31, 2017 by 10:30 AM The Houston Livestock Show and Rodeo (the HLSR ) was organized for charitable, educational and scientific purposes to encourage and promote the breeding, raising and marketing of better livestock and farm products at public fairs and to promote and maintain research and educational functions within the livestock industry. As the world s largest livestock show and rodeo, the largest fair in North America and the site of 20 concerts from top-flight entertainers each year, the show attracted over 2.6 million spectators in A Section 501(c) (3) charity, this organization has committed approximately $430 million in youth and educational support to Texas students since it began in HLSR is backed by more than 33,000 volunteers serving on over 105 different committees. GENERAL REQUIREMENTS FOR REQUEST FOR QUOTE PRICING Pricing for all goods/services must be very specific, all-inclusive and firm. All administrative fees, shipping fees, expedited delivery costs, labor, etc. must be included in the quote. All shipping, drayage and other charges are to be listed as a separate line item. Moreover, all design work, product set-up, production, repair work, etc. must be done according to HLSR s schedule, which may include weekends, nights and early mornings, at no additional cost to HLSR. HLSR will pay only for goods/services stated on the Price Sheet unless otherwise agreed to in writing by both parties before the order is placed or work is started. No price changes, additions, or subsequent qualifications will be honored. INTELLECTUAL PROPERTY The provider acknowledges that the names, logos, copyrighted material and trademarks of HLSR are the sole and exclusive property of HLSR (the HLSR Marks ) and nothing herein shall provide the provider any right, title or interest in HLSR Marks. All HLSR Marks included in this Request for Quote ( RFQ) are for bidding purposes ONLY. They may not be used for any other purpose, now or in the future, without the express written consent of HLSR s Marketing and Public Relations Department. PROVIDER ADVERTISING, MARKETING AND PROMOTION The provider may not promote itself in conjunction with HLSR, use the HLSR as a client reference or display HLSR goods in any advertising, marketing or promotional materials. Exceptions may apply to current licensed providers.

2 Page 2 of 8 SPECIAL REQUIREMENTS / INSTRUCTIONS The following requirements and instructions supersede GENERAL REQUIREMENTS where applicable. SCOPE HLSR will receive quotes for the Decorations, Floral Pieces, Drapes, and related items for the 2018 Rodeo Uncorked! Champion Wine Auction and Dinner. GENERAL DESCRIPTION Provide all labor, materials, supplies and equipment necessary to produce, deliver, and install the services/items described in this Request for Quote (RFQ) and as directed by HLSR staff. Vendors do not have to bid all three elements (decor, floral, drapes) to participate in the RFQ. EVENT THEME Our featured wine region for this year is Northern Spain, and we would like to incorporate this into the theme. EVENT OVERVIEW Date: Sunday, February 25, 2018 Time: 5:00 PM 11:00 PM Description: Seated diner for the RodeoUncorked! Champion Wine Auction and Dinner Attire: Cocktail/Western Chic Location: NRG Center, 3 NRG Park, 2 nd Floor, 600 Series Rooms Set-Up: Saturday, February 24 and Sunday, February 25 Tear Down: Sunday, February 25 at 11:00 PM (or immediately following the conclusion of the event. Must be complete by 2:00 AM) Attendance: Estimates are based on selling room max of (86) tables of ten. Final contract numbers will be adjusted for actual guest count and may include some smaller or larger tables. FOYER DRAPING 85 black tall velour drape to cover windows in Café on the Park BALLROOM DRAPING 200 black tall drape (2) black screen surround for 12 x 16 screens black Techland drape around FOH stage SPECIFICATIONS - DECOR Floral Centerpieces for banquet tables Take creative license on floral arrangements (86) arrangements for guest tables (2) arrangements for registration tables Arrangements not to be at eye level, but low or high for optimum guest interaction Include a photo or sample of the proposed arrangement

3 Page 3 of 8 Linens & Chair Covers (1) 96 linen for front center table on stage (1) 90 x 156 black linen for FOH Techland (1) 90 x 156 linen for photographer table (4) 90 x 156 linens for passing stations white (8) 90 x 156 linens for auction tables on stage (8) 90 x 156 linens for water/wine stations white (8) 96 linens for drop tables (color tbd) (10) 90 x 156 linens for registration (color tbd) (20) 120 linens for bar high tables (color tbd) (23) 90 x 156 linens for silent auction (color tbd) (24) 96 linens for bar glassware tables (color tbd) (86) 132 linens for 72 rounds for dinner (886) chair covers (860 for dinner/ 20 for registration/ 6 extra) Stage Backdrop (2) 20 tall x 40 wide decorative backdrops on either side of the stage Stage Grape vines to decorate handrails of stage Signage (8) 8 tall pipe covers for pipes/ drapes/ crosses Foyer First Level of NRG Center (8) stanchions chrome or black with black rope or retractable connectors CONTRACTING PROCESS A Décor, Floral, and Drape Services Agreement will be sent to the winning provider. TIMELINE RFQ is due back (per instructions) no later than Tuesday, October 31, 2017 Provider will be selected no later than November 17, 2017 Order confirmed no later than January 12, 2018 Set Up: Saturday, February 24 and Sunday, February 25 Tear Down: Sunday, February 28 at 11:00 PM (or immediately following the conclusion of the event. Must be complete by 2:00 AM) For additional information contact: Jennifer Meznarich: meznarich@rodeohouston.com

4 Page 4 of 8 SUBMITTAL REQUIREMENTS Return all pages via hardcopy, fax, or to: Houston Livestock Show and Rodeo Attn: Wade Hooker 3 NRG Park Houston, Texas fax hooker@rodeohouston.com YOUR SIGNATURE ATTESTS TO YOUR OFFER TO PROVIDE THE GOODS AND/OR SERVICES DESCRIBED IN THIS QUOTE. OFFERED BY: Signature Title Printed Name Phone Company Name Date

5 Attachment: A Room Layout Final Layout May Vary Slightly RFQ # Décor, Drapes, Floral Page 5 of 8

6 PHOTOS FROM PREVIOUS EVENTS RFQ # Décor, Drapes, Floral Page 6 of 8

7 Page 7 of 8 PRICE SHEET - FLORAL Qty Item Price Total 88 Centerpieces $ $ Description:

8 Page 8 of 8 PRICE SHEET DÉCOR Qty Item Price Total 1 black Techland drape around FOH stage $ $ 2 black screen surround for 12 x 16 screens $ $ 85 black velour drape cover windows $ $ 200 black tall black velour drape $ $ Qty Item Price Total 1 96 linen for front center table on stage $ $ 1 90 x 156 linen for photographer table $ $ 1 90 x 156 black linen for FOH Techland $ $ 4 90 x 156 linens for passing stations white $ $ 8 90 x 156 linens for auction tables on stage $ $ 8 90 x 156 linens for water/wine stations white $ $ 8 96 linens for drop tables (color tbd) $ $ x 156 linens for registration (color tbd) $ $ linens for bar high tables (color tbd) $ $ x 156 linens for silent auction (color tbd) $ $ linens for bar glassware tables (color tbd) $ $ linens for 72 rounds for dinner $ $ 886 chair covers (860 for dinner/ 20 for registration/ 6 extra) $ $ Qty Item Price Total Stage: grape vines to decorate handrails (stage by others) Stage Backdrop: (usually 20 t x 40 w decorative scenery) Signage: 8 tall pipe covers for pipes/drapes/crosses Foyer: stanchions - chrome or black with black rope or retractable connectors $ $ $ $ $ $ $ $