Project Information

Bid Title

2026 Smoky Hill River Festival Call for Qualifications Sound-Lights Provider.pdf

Issuing Agency

City of Salina

Location

Kansas

Published Date

Nov 26, 2025

Closing Date

Dec 11, 2025

Government Level

State & Local

Status

Closed

Original Source

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Project Description

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File	2026 Smoky Hill River Festival Call for Qualifications Sound-Lights Provider.pdf	3.8 MB

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November 25, 2025

To: Sound Provider Recipients

From: Sarah L. Keck

Entertainment Coordinator

Re: Call for Qualifications and Proposals

For: Smoky Hill River Festival 2026

Enclosed is the material to review for submitting a proposal for sound services at the

2026 Smoky Hill River Festival.

The deadline for submittal is December 11, 2025. We will jury shortly after and have

results by December 22, 2025. Please contact me if you have questions or concerns.

Thank you for your interest in our event.

Enclosures:

1) The call for proposals

2) A draft copy of our contract documents

3) Equal opportunity statement

4) A festival program link: https://bit.ly/SHRFProgram

Best,

Sarah L. Keck

sarah.keck@salina.org

785-309-5770

Smoky Hill River Festival

Entertainment Coordinator

Request for Qualifications and Proposals

Lights/Sound Production for the

2026 Smoky Hill River Festival

Introduction

The Smoky Hill River Festival is a 50-year-old arts-based event. The Festival is a very highly

regarded regional celebration, with an annual attendance of more than 50,000 from as many as

35 states. The Festival happens annually on the second weekend of June; in 2026, June 11, 12,

13, and 14.

The Festival presents an eclectic mix of music and entertainment on three stages from among the

most gifted artists in the nation as well as local and regional performers. In the past, these

included Asleep at the Wheel, Pancho Sanchez, Bela Fleck and the Flecktones, Sam Bush,

Jakubi, Larkin Poe, My Son The Hurricane, and many others, perhaps less known, but no less

talented.

The Festival is strongly focused on children and families. Activities include a stage dedicated to

performances geared toward kids, an extensive hands-on art activity area, other roving

performances and games, and our “First Treasures” program, where children ages 4-13 can

choose and purchase original artwork at kid-friendly prices.

The Festival is produced by Salina Arts & Humanities, a department of the City of Salina. The

overall cash budget is $450,000 with funding coming from the City of Salina, admissions and

fees, private contributions and an additional $200,000 from in-kind support. Each year’s festival

is the result of 14 months of planning by 7 paid staff, 22 committees, and more than 1500

volunteers.

Project Background and Description:

Provision of light/sound production for all three entertainment stages of the Festival has been

historically carried out through a variety of contracts for services. These stages are one large,

permanent venue in Oakdale Park (Eric Stein Stage) and two smaller tented venues referred to as

“Stage II” and the children’s stage (Arty’s Stage). The Festival occurs rain or shine. In the event

of severe or inclement weather Festival staff along with contract service providers meet to

discuss public safety, park conditions, and stage conditions to determine whether to suspend,

delay, or cancel programming.

The Festival presents the widest variety of musical entertainment imaginable. The repertoire can

include everything from municipal bands and high school vocal music ensembles to any musical

style and the number of performers can range from 1 to 50 depending on the acts. This includes

national acts and headline performers with high expectations of quality and service in sound

providers. Speed and flexibility in set-up, tear-down and changeover is highly valued; as are

knowledge of current trends in sound provision and an array of equipment that is highly

adaptable to any situation. Assembling an array of equipment that is adequate and economical is

essential, but quality cannot be sacrificed. Experience, knowledge, amiability, and flexibility of

the staff are key elements in presenting a successful slate of entertainment in the Festival setting.

The Festival (Contractor) is seeking quality in equipment and a staff that can seamlessly

interface with the stage management crews to achieve an experience that is as satisfying for the

performers as it is for the audience.

Technical Information:

Eric Stein Stage

Stage Dimensions: Front 28’ long; Back 27’3” long; Midpoint of the stage before the wings is

40’ wide. Covered wings on both sides of stage, 18’ long each.

1,000-5,000 in average audience attendance

Includes a 3.7’x 13’ Ground supported video graphics screen or equivalent to display band

names, messages, and sponsors throughout the day.

Eric Stein Stage Power Available:

1. Minimum 100 amp 240V Single Phase or 208V 3-Phase for Sound System Power

(Contractor provides #2/4 SO Tails)

2. Minimum 200 amp 208V 3 Phase for Lighting System Power

(Contractor provides #00/5 SO Tails)

Stage II

Stage Dimensions: 40’x 120’ Tent with a 20’x 24’ stage.

500-900 in average audience attendance

Stage II Power Available:

1. Minimum 50 amp 240V Single Phase Service run to stage w/ NEMA 14-50

125/250v Receptacle.

Arty’s Stage

Stage Dimensions: 40’x 80’ Tent with a 20’x 24’ stage.

300-500 in average audience attendance

Arty’s Stage Power Available:

1. Minimum of 2 - 120 Volt separate circuits with 20 amp breakers on each.

Service Information:

Sound Provider provides consultation to Festival Coordinator in reviewing technical riders

throughout the booking process; and additionally by providing consultation services through the

Festival preparation period.

Provider Staff:

At least six qualified staff are required with the following levels of responsibility:

1.Audio/Video/Lighting Production – experience with national artists as FOH and Monitor

engineer. This position also requires an Audio Engineer with symphonic experience, and

broad range of experience in musical styles and instrumentation.

2.Audio Engineer – live concert experience in monitor engineering and patching.

Understanding of artist needs in varied settings.

3.Systems Designer (Ease Modeling, Cad Drafting and Lighting Designer/Engineer) – runs

Ease modeling calculations and Cad renderings. Lighting Design.

4.Systems Engineer, Audio Engineer, Designer and Technology Officer – event production

for many different genres. Experience in designing and engineering audio and lighting

systems.

5.Live Audio and Recording Engineer (three stages) – Monitor Engineer

Other Considerations:

1. Festival provides lodging for duration of load-in and Festival

2. A standard contract draft with insurance, liability and standard provision requirements is

attached for reference. If accepted, the Provider must be willing to abide by terms of the City

contract and provide all necessary insurance required.

3. Due to the complexity of the event, Salina Arts & Humanities and the Smoky Hill River

Festival may extend an offer to the selected Provider(s) to continue their contract for a period not

to exceed five Festival years and is subject to mutually agreeable changes regarding

transportation, equipment and personnel.

Selection Process and Criteria:

Submissions will be reviewed and scored by a panel of city staff, an experienced sound

professional, an event stage manager, and an experienced music professional. The

Provider/Proposals which best meet all requirements as specified in the Call for Proposals using

the following weighted criteria will be selected:

 Proven track record of experience in outdoor festivals or related event production 40%

 Quality of the work, references are required and will be reviewed 10%

 Experience in working with arts agencies, symphony entities, performance theatres,

multi-media organizations, and or other performance venues. 20%

 Professional experience of the staff in sound production. 10%

 Ability to best meet the specified mechanical/equipment requirements within the

estimated budget. 20%

Once submitted, proposals will be reviewed and scored by the committee. In the case of multiple

qualified applicants, interviews may be conducted by phone with the selection panel. All results

will be tabulated, and the Salina Arts & Humanities Executive Director will review the final

committee recommendation.

Budget:

Proposed costs to include an itemized budget, including personnel costs (hourly rate and hour

estimate per task), transportation, equipment, and a budget narrative. The previous bid awarded

in Fall of 2019 was accepted at approximately $30,000.

Submission Requirements:

1. A letter of interest (one page) highlighting recent accomplishments, interest in the

project, professional qualifications of staff, and work experience.

2. A written proposal to include:

o approach in set-up and operations

o specific equipment to be provided

o budget breakdown by stage and rationale of breakdown

o Any other benefits or donation of in-kind services

3. References

Note: Applications for one, two or all three stages will be considered, but priority will be given

to proposals offering service for all three stages.

Salina Arts & Humanities and/or the City of Salina are not responsible for loss or damage to

materials submitted. The Department/City has the right to adjust the project timelines or not

select a proposal.

Deadline: Materials must be postmarked, emailed, or hand delivered to the Salina Arts

and Humanities, 211 West Iron Avenue, Salina, KS, 67401, by Thursday, December 11,

2025.

Estimated Timeline:

· Proposal Selection Panel: on or before Dec 15, 2025

· Finalists Notified (if necessary): December 15, 2025

· Selection Committee Interviews (if necessary): December 16-18, 2025

· Final Selection Made: December 22, 2025

· Contract Negotiation following Selection; subject to approval by City staff, in early 2026

Submit Qualifications to:

Smoky Hill River Festival

· By mail: P.O. Box 2181 Salina, KS 67402-2181

· By hand-delivery: 211 West Iron Avenue, 2nd Floor, Salina, KS 67401

NOTE: Office Hours are Monday – Thursday, 8a-6p, Closed on Friday’s

· By email: sarah.keck@salina.org

Further Information:

Technical Questions:

Sarah L. Keck

Festival Entertainment

Coordinator

(785)309-5770

Email: sarah.keck@salina.org

Website: riverfestival.com

Submission and Procedural Questions:

Amanda Morris

Office Administrator

785-309-5770

Email: amanda.morris@salina.org

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 541330Engineering Services

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