Scarecrow Committee Members Wanted

URBA 2010 Scarecrow Festival

& Harvest Market
Committee Roles

Total Committee Members Required: 14
Hours shown are total hours for each committee role, not per committee member.

Scarecrow exhibits and contests
- Two committee members
- Role would involve assistance with the scarecrow creation by families at event, business scarecrow sponsorships,
photo gallery, online contest, prizes etc
- Approx hours required 2 per month for meetings and 4 additional hours per month – more if doing business sponsorships

Harvest Market
- Two committee members
- Role would involve assistance with vendor recruitment, contracts, management
- Agricultural history display (utilize RMS students)
- Other activities such as horse drawn wagon rides, pumpkin carving, straw bale maze
- Approx hours required 2 per month for meetings and 8 additional hours per month – more close to event

Kids Corner
- Two committee members
- Role would involve assistance with children’s activities such as face painting, clowns, magic show, balloon animals, inflatable fun zone, sumu wrestlers, dress up race, pumpkin painting – also would involve organizing children’s entertainment
- Approx hours required 2 per month for meetings and 8 additional hours per month – more closer to event

Entertainment Stage
- Two committee members
- Role would involve recruiting and organizing entertainers for main stage throughout event, invitations to local dignitaries, creation of program
- Also would include the ‘Rutland’s Got Talent” competition
- Approx hours required 2 per month for meetings and 8 additional hours per month – more closer to event

Marketing & Media Relations
- Two committee members
- Role would involve assistance with design and distribution of collateral materials including posters, brochures, online, print and radio advertising, creation of press releases and strategic relations with media partners
- Would also include having promotional materials at other events in the Central Okanagan leading up to our event
- Creating a brand for this event that co-identifies with URBA
- Assistance with social networking strategy
- Approx hours required 2 per month for meetings and 8 additional hours per month – more closer to event

Volunteer Management
- Two committee members
- Role would involve assistance with recruiting, training, engaging, empowering and thanking volunteers utilizing the volunteer management plan
- May also involve finding a sponsor for volunteer T shirts and gifts and planning of a volunteer appreciation event
- Approx hours required 2 per month for meetings and an additional 6 hours per month – triple that closer to the event

Uptown After Hours

Uptown After Hours

Uptown After Hours is Wednesday May 5th, 2010

5:00 - 7:00pm

Hosted by Lipskin Permanent Cosmetics

179 Rutland Road North

*extra drink tickets are not for sale

Don't forget to bring your business cards. You'll need them to enter for a chance to win some great door prizes.

Are you interested in hosting an Uptown After Hours. Would you like to introduce your business or celebrate a success? Uptown After Hours is perfect way to do it. Call or email Deborah Guthrie - 250-470-8236 or info@uptownrutland.com. Deborah will buy you a coffee and tell you how you Uptown After Hours can work for your business.

Request for Proposals
Event Planner and Marketer

INTRODUCTION
Uptown Rutland Business Association (“URBA”) is seeking proposals from Event Coordinators and Marketing Contractors (the “Contractor”) to facilitate and promote the Uptown Rutland Scarecrow Festival and Harvest Market. The Contractor would move this emerging event forward into a signature event held in Uptown Rutland that would attract city-wide participation and incorporate business involvement.

URBA SCARECROW FESTIVAL and HARVEST MARKET
The Scarecrow Festival & Harvest Market is an outdoor community family event integrating the agricultural history of Rutland and URBA’s vision for a community that exemplifies 'Live, Work & Play'. The current Scarecrow Festival is in its inception phase. Participation in the Scarecrow building contest almost tripled from 12 participants the first year to 35 in 2009 with attendance of approximately 150 people. This has been a one day event.

SCOPE OF WORK
The goal is to transition the URBA Scarecrow Festival and Harvest Market to a signature event that attracts an attendance of 1500+. Proven prior experience with emerging public events is an asset. The number of hours the Contractor dedicates is at the discretion of the Contractor as this position is goal driven rather than hour driven. The professional services required include, but are not limited to, the following:

• Orchestrate the Scarecrow Festival and Harvest Market as a one day event, with a potential second day involving an amusement ride component in early October of 2010.
• Work within URBA’s established budget, account for all spending and expenses. It is anticipated that the budget for the entire event, excluding compensation of the Contractor is approximately $10,000 to $13,000. There is some flexibility with this figure, but URBA is a not for profit organization and there are budgetary constraints.
• Implement event plan, including program, site development, equipment, staging, seating, parking, set-up and take-down.
• Create event related marketing and promotion plan, including advertising, contests and volunteer/sponsor appreciation programs.
• Recruit, train, supervise and evaluate necessary event volunteers.
• Prepare/deliver written and verbal communications.
• Measure and critique event successes/challenges and deliver written event evaluation report to URBA at the conclusion of the event.



As a general rule, all documents received by URBA are considered public records and upon request may be made available for public inspection and any documents submitted will be subject to public disclosure.

SUBMISSION FORMAT AND CONTENT
All respondents are required to follow the format specified below. The contents of the submission must be clear, concise, and complete.

Submission Cover – Include the title and due date of the Request for Proposal, the name, street address, e-mail address and telephone number of the Contractor; include the name and telephone number of the primary contact person.

Submission Content– The submission should be brief and kept to a maximum of two pages and must contain: description of how the proposed services to address the Scope of Work, the budget the Contractor proposes for the event and the Contractor’s fees, a description of the contractor’s experience coordinating and promoting young events, including outdoor events, a list of all key personnel (including subcontractors) who are anticipated to be assigned to the event, and the title and signature of the contact person for the Contractor. The signatory must be a person with the authority to bind the Contractor.

SUBMISSION TIMEFRAME
Submission must be received by 5:00pm March 15th, 2010
All submissions will be reviewed by March 22nd, 2010. We will contact those who are selected for interviews by March 26th, 2010. Final selection will be made by Wednesday, March 31st, 2010.

Submissions should be delivered in person or emailed to:
Deborah Guthrie
Executive Director
200 - 160 Dougall Road South
Kelowna, BC V1X 3J4
Uptown Rutland Business Association
250-451-9861
By Fax: 250-491-9652
By Email: executivedirector@uptownrutland.com

URBA Board of Directors 2010

Uptown Rutland Business Association Announces New Board

The Uptown Rutland Business Association held its Annual General Meeting on February 24th, where the 2010 Board of Directors was elected. The Executive members of the Board were elected immediately thereafter at the first Board meeting.

URBA is pleased to announce its 2010 Executive and Board of Directors: President Dave Willoughby, owner of Old Town Farm Market, Vice President Rose Shawlee, Lawyer at Benson, Salloum, Watts LLP, Secretary/Treasurer Wendy Nelson, owner of Nelson & Associates Accountants, Past President Todd Sanderson, owner of Sanderson & Company Accountants, Nicholas Aubin, owner of Nicholas Aubin Notary Public, Dave Donaldson, Real Estate Representative, Mary-Ann Graham, owner of Maggie’s Cafe, Joe Iafrancesco, property manager, Susan Rayner, Account Manage at Interior Savings Credit Union, Rutland Branch; Joyce Van Norman, owner of Hollywood Shoes, and Karl Vollman, Senior Commercial Property Manager at Argus Properties.

For more information on the Uptown Rutland Business Association, please contact Deborah Guthrie, Executive Director at 250-451-9861 or executivedirector@uptownrutland.com.

CHRISTMAS LIGHT-UP

UPTOWN RUTLAND 2009 CHRISTMAS LIGHT-UP!

December 6th 4:00 - 6:30pm
Roxby Park (Highway 33 - across from Plaza 33)
Cost: Absolutely Free!!
Priceless: A visit with Santa Claus

Watch the lights come on while you enjoy hot chocolate with real whip cream, cookies and Christmas carols. Look for Santa to arrive on the Christmas bus. Of course, everyone will have an opportunity to visit with Santa and Santa will give every little boy & girl a goodie bag to take home.

Bring a non-perishable food item or a toy for the Salvation Army to help those families in our community who are struggling.

Scarecrow Convention

Scarecrows have worked hard all summer.

Now it's time to have a little fun. Scarecrows are visiting throughout Rutland for the week before Halloween. Visit these businesses in Uptown Rutland to check out their scarecrows.

Visit www.uptownrutland.com/photos.html to see all the

Uptown Rutland Scarecrows

Western Financial Institute (Whillis Harding) 155 Rutland Road North
MLA Norm Letnick 101 - 330 Highway 33 West
Interior Savings Credit Union 185 Rutland Road South
Bubbles N' Belles 187 Asher Road
Lip Skin Permanent Cosmetics 207 - 125 Highway 33 East
Rutland Career Resource Centre 431 Highway 33 West
Berezen Liquor Store 101 - 115 Roxby Road

Pappas Roasters 400 Highway 33 West

Vist these businesses at

Hollywood Station 150 Hollywood Road to see these Scarecrows

Hollywood Shoes

Briar Patch Gifts
Old Town Market
Rutland Curves

October 28th 5:00 - 7:00pm

Join us at Rutland Curves 150 Hollywood Road for a special Uptown After Hours when we give the trophy to the

The Most Outstanding Business Scarecrow in the Field

and celebrate the 2009 Scarecrow Festival.

A great time was had by all the families that participated in the Scarecrow Festival and Harvest Market last Sunday, October 25th.

Congratulations Kyle & Cole Laing for winning the Most Outstanding Family Scarecrow in the Field.

Doesn't this guy look great?

No wonder he is the

Most Outstanding

Family Scarecrow in the Field.

If you require more information please contact:
Deborah Guthrie – Executive Director
250-470-8236
events@uptownrutland.com

Uptown Rutland Nominated for BIA BC 'Best of the West' Award

May 28th

The BIABC Best in the West Awards programme recognizes excellence by its members in a number of categories. Participants throughout BC showcase their best practices and creative ideas for consideration. Uptown Rutland BIA directors were very excited to learn that our Utility Box project was considered one of the top three contenders in the Community Programmes, Partnerships and Special Events Category.
Although we didn't win the award, we were honoured to be considered one of the best in BC.

Thank you to FortisBC, Telus. BC Ministry of Transport and City of Kelowna and Stroma Signs for their contribution and support of our Utility Box Project.

Especially thank you to Uptown Rutland members and the people of the Rutland Community. Without your participation, this project would not have been the winning project it is.

Check out our wonderful Utility Boxes! (PDF file)
These are pictures of people from our community doing activities in our community.

FAMILY Y EXPANSION PLAN

The YMCA-YWCA of the Central Okanagan is working hard on a plan to expand the Kelowna Family Y with the addition of a gymnasium, running/walking track, youth zone, children and family resource centre and expanded fitness condition room. See attached for more information.

The Y plans to contribute $3 million toward the project through capital fundraising, Y reserves and bank financing. This equals 60% of the full cost. We’ve asked the City of Kelowna to contribute $2 million or 40% of the full cost over 2 - 3 years. In the next couple of weeks, City Council will discuss potential funding of this project. City Council has heard from the Y, but they have not yet heard from members of the community that this expansion is needed and wanted.We need your help to tell city council that you support this project.

I would like to encourage URBA members to email or call Mayor Shepherd and City Councillors as soon as possible (contact info below) to tell them that they support an expansion of the Kelowna Family Y. They need to hear that the Expansion will serve the Rutland community and meet the needs of children, youth, seniors and families in our community well into the future.

Contact Information, City of Kelowna:
Contact Mayor and Council

250 469-8980mayorandcouncil@kelowna.ca

If you have any questions, please do not hesitate to contact:Sharon Peterson, CEOspeterson@YMCA-YWCA.com
250-764-9621 ext 301

Allyson Graf, Senior Manager Financial Development agraf@YMCA-YWCA.com
250-764-9621 ext 302

Outdoor Movie Night

Uptown Rutland Car Show &

Outdoor Movie Night

Saturday August 14th
Rutland Centennial Park

Continue to visit our website for more information on this great something-for-everyone event

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or check back here often.