(Cover letter pasted from email to which proposal was attached)
Hello Jeff,
Attached is a short proposal and professional resume in response to your RFP for a Portland RiverFest 2008 - Preliminary Event Organizer.
I am very interested in serving in this capacity and assisting your already well developed planning committee to finalize your event concept and navigate through the next several months to determine event partners, venue choice, primary event elements, preliminary budget and timeline.
In particular I am interested in bringing the lense of shared leadership and community ownership to the event planning process - which in my experience takes an event - especially a first time event - from good to GREAT. I look at events like the Metro Salmon Festival as an example of an event with multiple partners bringing diverse communities to the table around a shared point of interest to create a successful event that evolves through time and continues to hold people's interest.
From what I understand of the planning committee and the current set of partners, we would be building on some already well established successful celebrations and happenings: Salmon Nation Block Party, River Renaissance, Portland Triathalon etc.
It will be my pleasure to build upon the strengths of these already successful community programs to establish a longterm Portland signature event that we can all be proud of.
Please give me a call with any questions or to discuss next steps. I will be traveling and out of cell phone range Thursday 9/20-Monday 9/24 - I look forward to speaking with you and the planning committee upon my return!
Sincerely,
Wisteria Loeffler
503.781.6219
Proposal :: Portland RiverFest Preliminary Event Organizer
Project: Portland RiverFest 2008
Presented to: Jeff Henderson, Temporary Chair, RiverFest Planning Committee
Tasks , Activities & Timeline*
October 2007
❖ Preliminary informational interviews with existing planning committee members
◻ involvement/concept to date
◻ priorities and commitments
◻ potential partners
❖ Preliminary event design research (venues, logistics etc.)
❖ Outreach to additional partners
❖ Event Design Charette to determine primary event elements
November 2007
❖ Event design research (venue availability, logistics, feasibility & budget)
❖ Event Outline & Partner Commitments
◻ Primary event elements, venue(s) & components
◻ Partner roles & commitments
◻ Event summary & talking points
❖ Draft & review preliminary event budget (including income & expenses)
❖ Draft & review event production timeline (including partner deliverables/responsibilities)
December 2007
❖ Outline, review and finalize event production plan
◻ Confirm partner commitments & production team
◻ Discuss and finalize production plan (division of labor, deadlines, key personnel etc.)
◻ Finalize Event Producer Job Description
Deliverables
❖ Event Outline, Summary & Talking Points (including primary event elements, venues & features)
❖ Preliminary Event Budget
❖ Event Timeline & related Partner Commitments
❖ Event Producer Job Description & related RFP
Compensation:
Project fee of $4800 to be paid in monthly installments upon invoice. Project fee based on ~8/hrs/week for 12 weeks @ $50/hr.
*Contract activates upon acceptance by the committee and implementation of formal contract. Timeline assumes October 1st start date. Work estimated to be completed by December 31, 2007.