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Attachment A: Scope of Work <br />Client: Orange County <br />Planner: Greg Bell, Bell Tone Productions, LLC <br />Date of Agreement: June 26, 2025 <br />Contract Dates: July 1, 2025 – June 30, 2026 <br />Location: Multiple venues, including the Eno Arts Mill, the Cloth Mill event space, and Orange County/Town of <br />Hillsborough Parks <br />Reports to: Orange County Arts Commission (OCAC) director <br />1. Objective <br />To allow Orange County to host more special events, with the following outcomes as they relate to the 2025 Strategic Plan: <br />•Diverse and Vibrant Economy: Large-scale events are a significant economic driver. Revenues will be directly <br />generated for the County through permitting, fees, concessions, and sponsorships and indirectly generated in the <br />local business community by visitor spending. <br />•Healthy Community: The position will allow more family-friendly cultural events and festivals, a need expressed by <br />Orange County stakeholders during the Strategic Plan process. <br />2. Services Provided <br />The Event Planner will provide the following services for OCAC-sponsored events: <br />-Pre-Event Planning: <br />o With the OCAC director, develop event theme, vision, and concept design <br />o With the OCAC director, coordination of necessary insurance, if applicable <br />o Budget management, including forwarding of invoices to OCAC director <br />o Development of event timeline and checklist <br />o Vendor sourcing and contract negotiation (e.g., caterers, entertainment, decorators, AV) <br />o Coordination of necessary permits, if applicable <br />o Creation of floor plans and seating arrangements <br />o Timeline adherence and logistical execution <br />-Oversight of day-of coordination: If the Events Coordinator is not on-site, they will communicate the following to <br />the lead staff person on-site: <br />o On-site management of event setup <br />o Guest assistance and troubleshooting <br />o Coordination of load-in/load-out <br />o Breakdown and clean-up oversight <br />o Communication of weather-related cancellations with vendors and participants <br />-Post-Event Services <br />o With OCAC director and relevant staff, conduct post-event debrief and report <br />3.Timeline <br />The contract start date will be June 1, 2025. The OCAC is currently in the process of receiving Board of County <br />Commissioners (BOCC) approval to lease a new events space, the Cloth Mill, located at the Eno River Mill. This SOW <br />outlines two scenarios, depending on whether the Cloth Mill is approved by the BOCC when it goes for approval in <br />September, 2025. <br />Scenario 1: OCAC receives approval to lease the Cloth Mill <br />o July – August: <br />Docusign Envelope ID: 7295FBA7-C66B-4E6D-8940-E49C954171EF