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.