Riverfest
RFP for contract position: preliminary event organizer
The RiverFest Committee is seeking short proposals for how best to move the group through the initial project formulation phase so that we can pin down event details and hire a dedicated event director.
Proposals should be submitted to Jeff Henderson via email (jeff@portlandtri.com) by 5pm on Thursday, Sept. 20th and should include the following information:
• Financial compensation required for the completion of tasks detailed below
• Proposal for how deliverables listed below will be accomplished
• Timeline
At this point in time, initial members have each promised a combination of financial and/or staff time resources to the event, but we are not yet in a position to draft a full event director job description nor do we fully understand the scope and potential budget or staff requirements for the event under discussion. The primary tasks and deliverables we would expect from this preliminary event organizing would be as follows:
Task | Deliverable(s) |
Work with initial members to identify a handful of potential partners, and organize and facilitate a meeting with the purposes of both informing partners of the concept of the event, as well as refining the scope, venues, activities, and timeline for the event. | • More Detailed Event Scope o Clearer event vision and “elevator pitch” o Outline of major activities and venues o Commitment from major partners regarding contributions/involvement |
Create a wireframe budget based on assumptions of a 2 day (sat-sun) event to give partners a sense of event scale. | Draft event budget that can be filled in as event details and scope become clearer. |
Create a basic timeline to assist us in moving forward with event production and keep us on track. | Rough timeline including key decision points, estimated sponsorship deadlines, venue decisions, etc. |
Outline project scope and event organizer's duties and deliverables | Draft job description for future event director. |