Archived Call for Curators Q+A

Q&A:

Questions regarding the 2023 Call for Curators and Programming are archived on this page

Q1: How was the estimate of 4,500 daily visitors calculated?   

A1: Attendance figures are obtained from pedestrian counters located in the Park. 

Q2: Do you distinguish between passersby and event attendance on the daily visitor data? 

A2: The attendance estimates for events are either taken by manual counts done by Park staff or by analysis of pedestrian counter data during the specific times events take place.

Q3: What are the weight limits on the sidewalks?  

A3: To learn more about the Park’s pathway load guidelines please visit: https://www.pvdinnovationdistrictpark.com/pathway-load-guidelines. 

Q4: Has anything in the application changed since last year?  

A4: The application has some changes from last year. These include, but are not limited to, updated site information, formatting, and the addition of language to emphasize that programs with earned income components such as ticket sales and sponsorships may still be eligible to respond to the Call for Curators and Programmers RFP. 

Q5: Is the stage space on the bridge considered a part of the Park? 

A5: The Michael Van Leesten Pedestrian Bridge is operated by the Providence Parks Department. Programs that take place exclusively on the Michael Van Leesten Bridge do not qualify for this RFP. 

Q6: What is the timeline or status of the Percent for Art sculpture?  

A6: This is a City-lead initiative and encourage anyone interested in learning more to reach out to the City Department of Art Culture + Tourism. 

Q7: What is the timeline for the new bridge, and accessibility to Point St? 

A7: The new footbridge was recently installed on site. Work is expected to be complete in early Summer at which point the temporary fencing in the Park will be removed. 

Q8: What is the timeline on the food and beverage pavilion? 

A8: The Park pavilion project is entering the design development phase and is expected to break ground no earlier than Winter of 2023.   

Q9: Are there any restrictions on what can be done on the grass, as opposed to the walkways? 

A9:  There are subsurface utility and irrigation lines in the lawn areas. Tents that must be staked into the ground will require extra care, including retaining ground-penetrating radar services (GRPS) to avoid these. Additionally, there is an existing natural gas line on the west side of the Park that requires of a 15-foot clearance. It is recommended to use weight systems to secure tents in the Park whenever possible.

Q10: What are you looking for in marketing information and deadlines? Do marketing materials need to be ready at the time of the application? Are applicants supported in promoting their event? 

A10: When reviewing applications, Park staff are considering what methods of marketing and communications an applicant is planning to utilize to promote their event and the anticipated expenses associated with these efforts. Completed marketing materials are not expected to be included in the application. Applicants are expected to contribute to their event’s marketing efforts.  Park staff will work with event organizers to provide support in these efforts.

Q11: Is additional insurance required for staging and sound equipment?  

A11: An insurance broker will be able to advise specifically on what aspects of your event require additional coverage. The District strongly encourages utilizing A/V and production companies that have their own liability insurance.

Q12: Is the application available digitally, are there formatting preferences?  

A12: An editable .pdf file of the application is available on the District website at https://www.195district.com/documents/.  If an applicant finds that space is limited within the text fields, it is acceptable to attach supplementary documents. It is important to answer all of the questions that are asked in RFP.

Q13: How long have you been doing this program? Do you have any best practices, or recommendations? 

A13: This is the second year for Call for Curators and Programming. It is recommended that applicants keep possible weather conditions and outdoor elements in mind as they plan for events, like wind, heat, rain, etc. If an application is approved, Park staff will work with event producers prior to the event, which will provide many opportunities to address any issues, concerns, or questions specific to the needs of the event. 

Q15: Do organizations need to be a 501c3 or have fiscal sponsorship?  

A15: No, the Call for Curators and Programmers is not restricted to a particular type of applicant. 

Q16: What was the average grant awarded last year? 

A16: The average award in 2022 was approximately $5,000. Proposals ranging from $1,000 to $10,000 were funded. 

Q17: What is the estimated range of funding available for an event in this Park?

A17: Applicants can request funding of up to $10,000.

Q18: Are we able to do food truck events with our own beer garden on the opposite side of the PVD Guild Beer Garden? 

A18: A proposal can be submitted for consideration.

Q19: Are we able to do food trucks at non-specific times?  

A19: All activities in the Park must be scheduled and coordinated in advance with Park staff.

Q20: Is the Park considered a State Park?

A20: The Park does not fall under the jurisdiction of the State Park’s Department.

Q21: For approved events would we be able to supply alcoholic beverages for sale to attendees other than beer if we provided a Class P liquor license? 

A21: The District requires that applicants hold a current liquor license within the State of Rhode Island in order to be able to serve alcohol at events in the Park. Prospective events that include alcohol sales are also required to appear at a City of Providence special events hearing. 

Q22: Will there be an RFP on the beer garden any time soon or will Guild PVD Beer garden be there indefinitely?

A22: The contract with The Guild to operate a beer garden continues through 2024. 

Q23: A state-issued Class P license is only good for 5 hours a day. What type of liquor license would be needed to operate 8-10 hours a day on State property?

A23: See A21.

Q24: If a third-party was responsible for scheduling food trucks for daily or weekly events would the beer garden pay a percentage to the organizer for bringing sales to the otherwise slow days?

A24:  Applicants to the Call for Curators and Programming RFP would be encouraged to work with the Guild PVD on an arrangement. 

Q25: I don’t see “food” as one of the venues. Are Food related events being considered? Is that a city-level query? If not, why haven’t RFP’s been sent out for food and alcohol bids? I’m pretty sure I’m receiving all other RFP’s.

A25: Proposals for food events would be considered as part of the Call for Curators and Programming RFP. All food and beverage concessions in the Park have been solicited through RFPs.

Q26: Is asking for donations allowed under the grant?

A26: Yes, it is permitted. 

Q27: What is a typical event time?

Q27: The District will work with event organizers to determine event run times that are suitable for both parties. Event organizers should think about what timeframe they feel will best serve their program or event. If an event is proposed near the Guild Beer Garden, it is suggested that organizers consult the Guild’s hours of operation.

Q28: What are some options to display art?

A28: There are many different options for displaying art in the Park. Park staff will discuss with event organizers what options are best suited for a project depending on the specifications of the art. Past methods have included using a projector and screen, sandwich boards, or easels if they are properly secured and weighed down. The Park can be windy, so another option is the also utilize pop-up tents with siding to block the wind. 

Q29: Do we need to mindful of the Providence Flea? 

A29: It is possible to host an event in the Park during the same time the flea market is taking place. The Providence Flea takes place on South Water Street near the Park's east side. Park Staff will work with event organizers to determine a site plan and time frame that works for both events.

Q30: Do you have a sense on how long the review process for grant applications take?

A30: Park staff tries to review applications within 2-3 weeks upon receipt. 

Q31: Where can you find the application? 

A31: The editable .pdf application can be found at: https://www.195district.com/documents/. 

Q32: Is it recommended to list promotional expenses, such as social media advertisements on the budget? 

A32: Yes, there is a specific line item in the budget section of the RFP for marketing and promotional expenses. Applicants should be as detailed as possible in their responses to the budget section, including specifics about what promotional avenues they plan to utilize for their events. 

Q33: What communication channel is recommended for working with the Guild? 

A33: Once an application is approved, Park staff can make an introduction to the Guild and aid with any necessary scheduling coordination.

Q34: If a program is occurring within the Guild footprint, is it still eligible for the Call for Curators Grant? 

A34: Yes. 

Q35: Would an installation be eligible for the Call for Curators grant?  

A35: Yes, installations or proposed extended programming proposals are eligible for the Call for Curators grant funding.

Q36: What are the needed precautions for a multi-day installation in a public outdoor space? Will items disappear if they are not secured to something? 

A36: Suggested precautions for an installation could include weather events, specifically high winds, and public interaction whether positive or negative. The District will work with grantees to discuss any guidelines on specific structures or installations but is not responsible for any damages that might occur to an installation. 

Q37: Have you had musical events in the space? What are the power considerations? 

A37: District Park has hosted several musical events ranging from large-scale productions with staging and lighting rigs to small-scale productions requiring only a small sound system or amplifier. There are electric outlets on half of the light poles on the west side of the Park that can be used to power small-scale productions. For large-scale productions with more substantial power needs, applicants might need to procure a power generator.  

Questions regarding the 2022 Call for Curators and Programming are archived on this page.

Q1: Does the I-195 Redevelopment District book events on the Michael Van Leesten Memorial Bridge (Pedestrian Bridge)?

A1: The Michael Van Leesten Bridge is outside of the District's jurisdiction. District staff can help facilitate requests to the City of Providence Parks Department to use the bridge provided that the proposed event will also utilize Providence Innovation District Park.

Q2: Should I be applying for a single event or multiple dates?

A2: Applicants can propose one-off events or multiple event dates. The Park anticipates a busy programming season and will be attempting to accommodate numerous booking requests. As such, the Park reserves the right to ask applicants to scale down programming based on the availability of the Park. 

Q3: To what degree do events need to be child friendly?

A3: While it is not required, applicants are encouraged to create programming that is accessible to a broad audience, including children. If an applicant anticipates that their programming might not be suitable for children, this should be discussed in advance with the District.

Q4: Is there a possibility for partial funding?

A4: Yes, it is possible that proposals may receive partial funding from the District. Should a proposal receive partial funding, the applicant can then decide whether it is feasible to proceed with the proposal.

Q5: How many proposed events from an applicant is the District likely to approve?

A5: There is no specific number of events that the District will accept or approve. Applicants are encouraged to submit proposals that include the number of events that the applicant feels is achievable and realistic based on their budget and programming goals. However, if an applicant is proposing multiple events, it is possible that the District will request that the applicant scale down the number of events depending on the availability of dates in the Park and other scheduling factors.

Q6: If I’ve submitted a request to host a weekly series in the past, is there a place for me to find the application?

A6: If the prior request was to utilize only the Pedestrian Bridge, please follow-up with the City of Providence Parks Department. The Call for Curators and Programming is the correct application to fill out fill out if an event is planning to utilize Park space and is requesting funding to do so. If funding is not being requested, please visit https://www.pvdinnovationdistrictpark.com/host-an-event/.

Q7: Is there a place to see what dates are available? Can we propose multiple dates that would be acceptable for a single event?

A7: It is not possible for applicants to view the current availability of dates in the Park. Applicants are encouraged to indicate whether they have date flexibility to help with scheduling considerations. If an applicant requires a specific date and there is no flexibility, then this should also be indicated on the application. If an applicant’s proposal is accepted, the District will work with them to accommodate as many of the requested dates as possible.

Q8: For weather considerations, does the District have tents available?

A8: No, the District does not have tents available. However, applicants can include tent rental as a line item in budget. Applicants can also identify potential rain dates in their application to plan for contingency. If an applicant’s proposal requires electricity, it is best practice to reserve the right to cancel or re-schedule in the event of severe weather.

Q9: Are the electric outlets in the park 15-amp circuits? 20-amp circuits?

A9: The electric boxes mounted on light poles on the west side of the park contain GFCI electrical outlets that are 125V/20A. There are currently no available electrical outlets on the east side of the park.

Q10: Is there a curfew or time where events must stop making sound?

A10: This will be determined on a case-by-case basis, however all events must comply with the City of Providence Noise Ordinance.

Q11: What is the name of the office where one can register as a Woman or Minority Owned Business Enterprise?

A11: The Rhode Island Office of Diversity, Opportunity, and Equity (ODEO). Their website is http://odeo.ri.gov.

Q12: Can this application also be used for non-event projects such as sculptures or something that is temporarily set up for more passive use?

A12: Yes, the District would entertain proposals for pop-ups, installations, or durational pieces.

Q13: Is it possible to obtain an alcohol permit outside of Guild’s footprint in the park? Either in partnership with the Guild or another entity?

A13: Yes. The District issues liquor licenses in partnership with the City for Park events. The District requires that an event organizer either already possesses a liquor license in Rhode Island or that they partner with an entity who does. Any request for alcohol service provided by The Guild will need to be coordinated directly with the Guild. The District can help facilitate these requests. For any Park event where alcohol will be served, applicants will be required to submit an Alcohol Management Plan, obtain General Liability Insurance in accordance with Attachment B in the application, and go to a hearing for Providence City Services Special Events Permitting.

Q14: Is it appropriate to have a fundraising piece to an event that we propose?

A14: Yes. If an applicant has obtained additional funding for their programming from other sources such as grants, sponsorships, or donations, they should include this information in the “Project Budget” section of their application.

Q15: Is the Guild open by default during Park events? Can I have an event with alcohol with my own vendor, or does the Guild have to be the vendor?

A15: The Guild has regularly scheduled business hours Wednesday through Sunday. Updated hours can be viewed at https://www.theguildpvd.com/. The Park has hosted past events that occurred outside of the Guild’s hours of operation where the Guild remained closed. Any request for alcohol service provided by The Guild should be coordinated directly with the Guild, however the District canVhelp facilitate these requests. For any Park event where alcohol will be served, applicants will be required to submit an Alcohol Management Plan, obtain General Liability Insurance in accordance with Attachment B in the RFP, and go to a hearing for Providence City Services Special Events Permitting.

Q16: Where in the Park is the Guild Beer Garden located?

A16: Please refer to the Park map on page 3 in the RFP.

Q17: If we were to do a competition, such as a break dancing competition, does this require approval?

A17: Any event with over 20 participants must be approved by District staff.

Q18: Can I host an event next to the beer garden on the north side or other locations in the Park?

A18: Yes, we will entertain proposals for events in all areas of the Park.

Q19: Is the power provided by the exterior outlets adequate for my event or will I need to rent a generator?

A19: The electric boxes mounted on light poles on the west side of the Park contain GFCI electrical outlets that are 125V/20A. There are currently no available electrical outlets on the east side of the Park. Some events with substantial power needs might require additional power from a generator. The Park does not own a generator so events that require one will need to rent it.

Q20: What is a good load in area for the Park?

A20: The District will work with event organizers on a case by case basis to determine a load in plan. Note that only smaller vehicles can access the pathways due to load restrictions on the pathways.

Q21: Can I schedule a site visit to see the Park?

A21: Yes, email jnathan@195district.com

Q22: When does the Guild open for the season?

A22: The Guild is currently targeting the second week of May; this is subject to change.

Q23: Is it recommended to submit the application two months prior to the event?

A23: It is required to submit applications two months before the proposed event date in order to ensure that there is adequate time for permitting and promotion.

Q24: Do I need to obtain event insurance?

A24: The District will require that most events in the Park obtain general liability insurance. This will be determined on a case by case basis. Applicants can include insurance costs as a line item in the budget section of their event proposal.

Q25: How does funding happen? Is that prior or after the event?

A25: The District will work with applicants to determine funding timelines for events upon approval.

Q26: Do you think that a performance or stage based event is a better fit for the space or can an event with a dance element, live painting, all ages, and interactive elements work?

A26: The District is open to many different event ideas. It is recommended to propose the ideal event and District staff will work with applicants to refine proposals and discuss feasibility once the application is received. It is likely that some proposals will be asked to adjust dates, logistical details, budgets and other aspects after they are received.

Q27: Are you looking for programming the week of PVDFest?

A27: There is currently some Park programming scheduled during PVDFest weekend and the District is open to additional events. PVDFest will not be producing programming in the Park in June.

Q28: Do you have a recommended agent for liability insurance? What kind of coverage would we need?  

A28: The District cannot provide a recommendation for a broker or agent. Insurance requirements may vary depending on event details, the District will work with an applicant to confirm finalize coverage requirements.  

Q29: Can you recommend the least wind affected site? 

A29: Event organizers should plan for wind in any location in the Park by tying down tents and weighing down any items that are on a table.  

Q30: Is there access to tables and chairs? 

A30: The Park has 125 folding chairs and 40 café tables available for use. The tables are round and 24” wide.  If an event requires additional tables and chairs they will need to be rented. Rental costs can be included in the budget section of a proposal.  

Q31: How can we factor the cost of insurance into our budget if we don’t know what the cost will be?  

A31: Insurance providers will be able to give quotes that can be used as a figure to include in the budget. 

Q32: Is insurance required for all events? 

A32: Insurance requirements are determined depending on the scope and scale of an event. 

Q33: If our budget surpasses the potential $10,000 in funding, can we have other sponsors? 

A33: Yes, applicants are allowed to have other sponsors. Applicants should disclose any additional funding sources in their application in the budget section of the Call for Curators and Programming.   

Q34: Does the park have a PA system, if we will be using one, where would we plug it in? 

A34: The Park does not currently have a PA System. Please refer to the Call for Curators for details concerning electricity. The specifications of the exterior outlets are posted online in Addendum 2 question 7. If an event requires additional power, it may be necessary to rent a generator.

Q35: Do you promote the event? 

A35: Yes, the Park will post events to the calendar on the website and social media channels. Marketing and promotion are shared responsibilities with the applicant.  

Q36: Can we re-negotiate dates for this event if there is a conflict? 

A36: Applicants are encouraged to include multiple possible dates in their applications and to discuss any scheduling flexibility that exists. The District will work with applicants to find dates that are suitable to both parties.  

Q37: Are there budget parameters for unknown artist fees? 

A37: Please provide as much detail as possible in the proposed budget section of the Call for Curators Application. The District may ask follow-up questions about certain line items indicated in the budget.