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
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
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