NIVA '28 & '29 Request for Proposals

• A public request for proposal will be distributed through NIVA’s membership and community channels.

• The proposal will be reviewed by the NIVA board and staff. The programming committee will make a recommendation to NIVA’s board of directors, which will then make a recommendation to NIVA’s executive director or designee. 

• NIVA’s executive director or designee will conduct follow-up interviews with finalists and may request additional information or access to locations through this stage.

• An adjusted final proposal may be requested that incorporates any changes requested to the original proposal. 

• Once a proposal has been accepted, the host location will enter into a license agreement with NIVA outlining both parties’ roles and responsibilities. 

• After acceptance of the proposal and execution of the license agreement, NIVA’s executive director and/or designee(s) will attend host committee meetings either in person or virtually on a regular basis.

The seventh and eighth annual NIVA conferences will be the premier gathering of the nation’s independent live concert, promoter, venue, and festival industry. The annual event unites the independent live entertainment community with an immersive experience, featuring dynamic programming, educational panels, networking opportunities, live performances, and notable speakers from throughout the industry.

• Showcase local NIVA member independent venues, festivals and promoters to an international B2B and B2C audience

• Establish new business relationships and opportunities for participating local businesses/organizations

• Generate new and recurring local revenue

• Highlight region's commitment to and history with independent live music, comedy, and performing arts community

• Connect local market with outside partners for new routing options and collaborations

• Involve and support local artists and partners

• Create new revenue sources for local businesses

• Provide access for local artists, businesses and organizations, students, and professionals to an international knowledge base

• Attendees to have seamless event that feels intimate regardless of size and sprawl of venues

• Anticipated attendance of 1450-1600 

• Affordable for registrants of varying and sometimes minimal financial capabilities

• Nearly all meals were provided along with complimentary drinks and included in the cost of registration

• Used three primary venues for each day’s programming 

• Official Opening party hosted at First Avenue and 7th Street Entry with performances by local artists

• Used multiple member venues for post parties and evening programming including a NIVA Night at NIVA member venues throughout the Twin Cities, Minneapolis and St. Paul 

• Hired local artists and crew 

• Utilized local manufacturers and vendors

• Six local hotel partners starting at $188 per night 

• Local media coverage and support 

• Over 1400 total registrants 

• 64events and 150 speakers over 4 days in 9 venues 

• National coverage by Forbes, Variety, CelebrityAccess, Rolling Stone, Billboard, Pollstar

LOCATION

• Four days in multiple rooms (June and July 2028 and 2029)

• All utilized venues must be independently owned and/or operated per NIVA’s membership requirements

• Individual venue capacity for daytime programming must be a minimum of one venue at 1100+ and 200+ for two additional venues

• Optimal venue proximity for each day of programming 

• Must have diverse representation of venues i.e. comedy, music, theater, performing arts

• Nighttime and daytime availability

• Event space for Opening Night party - capacity of 850-1200

TRAVEL & ACCOMMODATIONS

• Multiple hotel partners with preferred and affordable pricing offering courtesy blocks

• Nearby airport with transportation options 

• Transportation solutions or discounts between multiple venues including after hours

INCLUSION

• NIVA-member commitment to be hands-on

• Plans to involve regional non-NIVA members 

• All venues must be fully accessible including the stage 

• Access to local partners including vendors, artists, politicians, talent, on-site staff, catering, media, sponsors, etc.

• Non-traditional clusters of usable spaces

• Inclusion of underserved and historically excluded communities

SUPPORT

• Marketing commitment from local commerce organization or equivalent

• Sponsorship/financial commitment from host city/region [required with specific amount committed]

• Host committee as liaison between NIVA and local community

• Economic impact study funded and performed by host location within six months of conference

Organizations or groups interested in hosting NIVA ‘28 and NIVA ‘29 must electronically submit proposals per the deadlines identified within this document. All proposals shall be submitted to conference@nivassoc.org, with PDF files as the preferred format.

Proposals shall include the following:

• Full contact information for the primary point of contact including name, affiliation, title, address, phone number(s), email address, and web address

• Identification and affiliation of all interested parties that are part of the proposal submission, including known conflicts, if any

• Professional biographies of primary local participants

• A list and map of every independent music club, performing arts center, event space, comedy club, arena, or other independent spaces that could be used for programming or exhibits - regardless of NIVA membership status

• Illustration/map that shows at least a 1,100 capacity venue within 2-3 blocks of at least two other venues at least 200 capacity - so that we can preserve NIVA’s daytime campus feel for our programming. 

• Description of all buildings within the geographic footprint of those three programming spaces that would work for at least 40 six-foot tables for exhibitors. 

• The exact dollar amount the city, county, local government and/or convention and visitors bureau will contribute to offset the significant costs of producing the NIVA conference in each community. 

• Estimate flight costs from major US cities including LA, NY, Chicago, Atlanta to location 

• Estimated average hotel costs and suggested partner hotels near venues 

• Identification of the unique attributes, offerings, and history of the locale in relation to NIVA’s membership

• A detailed description of venue, transportation, and local partner options

• Identification of financial contributions including direct payment, sponsorship procurement, and in-kind contributions

• Letters of support from host region and relevant parties

• Confirmation that the submitting person or organization has all necessary rights, licenses, consents, waivers, approvals, permissions, permits, certificates, and insurance for all elements included in the proposal.

Proposals will be evaluated on a number of criteria, including overall viability, affordability for attendees, focus on inclusion, diversity, equity, and accessibility, financial and/or sponsorship support, and the commitment of the local community to be involved. 

NIVA reserves the right to reject proposals. Where feedback is requested, NIVA will aim to provide the key reasons for that particular proposal not being successful.