Portland RiverFest

RFP: Phase II Event Coordinator

RiverFest is a new event slated for 10 days in late August and early September. Meant to be a collection of new and existing events sharing the Willamette River's waters and shoreline, a diverse set of individuals, organizations, public and private companies, and local and regional government agencies have come together to create the event's vision. A small group of stakeholders makes up the steering committee guiding the festival's development.

We request proposals from all interested parties in coordinating the 10-day festival. It is expected that the Event Coordinator will take ownership of this project from beginning to end, with potential for yearly renewal. The steering committee will provide decision-making, ideas, and unbridled enthusiasm but does not expect (or have the ability) to be involved in the day-to-day management of the project.

An estimated time commitment of 40 hours/week for the first two weeks and last four weeks, and 20 hours/week for the intervening weeks, should be expected. Your proposal should include a requested salary, which should be project-based (not hourly), and should describe which of the following tasks you are prepared to implement yourself and which will be outsourced. Outsourced tasks should be accompanied by an estimate of cost.

If your proposal is accepted for further review, you will be asked to attend a short interview on Wednesday, Feb. 20 at 2:30pm. A decision will be made that day and, if hired, you will be heartily congratulated and asked to begin immediately.

Your tasks:

Communications

- maintain email lists (news, core, helm) using existing distribution list software

- set meeting schedule, distribute agendas three days in advance, and distribute notes within two days following the meeting

- maintain contact list (partners, funders, organizers, government entities, etc)

- distribute monthly email newsletter to "news" list

Personnel

- manage volunteers: identify where, when, and how many, and recruit

- manage RiverFest volunteers (not individual event volunteers) during festival

- manage "core" and "helm" committees: set meetings, assign tasks, verify tasks have been done

- manage subcommittees (fundraising, educational outreach, parade, etc)

- community outreach for skills and resources

Marketing/Media

- develop marketing plan with timeline, benchmarks, and budget

- develop collateral: event flier, brochure, other printed materials

- develop and maintain (at least once per week) website [portlandriverfest.org]

- issue regular press releases to local and regional media

- invite media to festival

- coordinate inclusion in print calendars, inserts, etc

- maintain media contact list

Logistics

- create overall digital map of all venues and activities

- develop festival schedule and distribute

- develop and maintain project timeline

- work with individual event organizers (triathlon, dragon boats, etc) to promote cohesion, sharing, and reuse (infrastructure, marketing, schedules, equipment, personnel, etc)

- identify and obtain all necessary permits (Parks, Coast Guard, Noise, OLCC, food, etc) for all venues

- be present at, and responsive to, all events during festival

- implement communication network during festival

- identify required infrastructure (tents, port-o-loos, staging, etc)

- contract vendors to provide required infrastructure

- develop event to be environmentally responsible

Finances

- keep detailed budget, tracking costs and revenue

- notify steering committee when projections are significantly off

- develop fundraising plan with timeline and benchmarks

Demeanor

- possess a working sense of humor

- enjoy the work you are doing (not all the time, but 90%)

- enjoy working with diverse segments of the community and promoting inclusion

- like kids, to a point

- place personal importance on sustainability (environmental and social)

- be comfortable taking a STRONG leadership role

Deliverables

1. final budget (due Sep 30)

2. final event schedule (due May 1)

3. final contact list (due Sep 30)

4. final partner list (due Jun 1)

5. evaluation of event and suggestions for future (due Sep 30)