Bob Gandolfi w Event Production
Proposal for RiverFest 2008
Initial Planning Phase
Submitted by Bob Gandolfi Event Production (BGEP)
Event concept, activities and partners
• Compile a list of potential partners from existing RiverFest committee and through BGEP contacts
• Phone calls/meetings with potential partners soliciting proposed event feedback, intended markets for RiverFest, and getting additional partner referrals
• Set group meeting of potential partners
• Arrange agenda for “brainstorm” meeting of potential partners including date considerations, locations along the river, program ideas from partners, and testing some ideas for a special event during the weekend i.e. Illuminata Parade of Light, boat parade, etc.
• Refine event concepts that are generated in brainstorm meeting
• Meet with RiverFest committee to define event concept and to generate priority list of partners and their potential assistance in terms of cash, in kind, and program contributions
• Follow up calls/meetings to the priority list of partners to solicit their collaboration with RiverFest
Create draft event budget
• Develop list of potential cash sponsors with an estimated “ask” for each sponsor
• Create budget categories for RiverFest with broad estimated costs.
• Brainstorm in kind contributions to offset expenses
Event timeline
• Outline major categories of duties i.e. sponsorship development, marketing, securing permits/site locations, collaborations, partner development, programs, production needs, etc.
• Develop a broad outline for the event timeline
Draft Job description for Event Director
• Define broad task categories needed to produce RiverFest
• Define tasks that will be assumed by RiverFest Committee
• Define tasks the Event Director will be responsible to accomplish
Timeline for work
I will be out of the country from October 3-21. I also have a major event for the Audubon Society of Portland, the Wild Arts Festival, which takes place November 16-18. I will not be able to start on work on the RiverFest event until I return from my trip, with my first priority being my current client and the Wild Arts Festival. I believe I can start some of the groundwork when I return, and will increase my effort once the Wild Arts Festival is over. I understand that this might not fit into the RiverFest Committee timeline.
2187 SW Main Suite 201 · Portland, Oregon 97205 · 503.295.6500
bobevents@comcast.net · Fax- 503.295.6545
Bob Gandolfi Event Production-RiverFest Proposal-page 2
Additional considerations
Much of the work I would do in this initial stage would be building partnerships, laying the groundwork for sponsor development and setting a clear direction, purpose, and intended market for RiverFest. This work will need to happen for the event to move forward and will allow the RiverFest committee to asses the scope of work to produce the event and the skills needed in the event director position if one is hired.
Proposed financial compensation
I’ve broken out the hours for the four tasks. If the tasks were accomplished in a shorter time period, then my final billing would reflect this savings to the RiverFest Committee. My billing would not exceed this proposed fee schedule. Any additional tasks or additional time commitments that are added after the signing of a contract, will be negotiated and agreed upon by the RiverFest committee and BGEP including additional compensation to BGEP if appropriate.
Event scope and event partners 40 hours
Event budget 4 hours
Event timeline 4 hours
Event Director job description 2 hours
Total 50 hours @ $50/hour (reduced hourly rate)
$2,500.00
Payment schedule as follows:
$1,250.00 due upon signing of a contract agreement between the RiverFest Committee and BGEP.
Final fee due upon completion of tasks with a submitted invoice from BGEP.