[homeles_ot-l] Contract Employment Opportunity - Scotiabank AIDS Walk For Life Ottawa 2009

[Jay Koornstra]

Embedded below and attached is a request for proposals seeking a Contract
Event Planning Coordinator for the 2009 Scotiabank AIDS Walk For Life
Ottawa.  

Please forward to anyone you feel would potentially be a suitable applicant
for this contracted position.  

Note this position essentially coordinates all walk activities and events
benefitting 8 local organizations who provide HIV/AIDS programs and services
in Ottawa.

 

J.J. (Jay) Koornstra

Executive Director

251 Bank Street, Suite 402

Ottawa, ON  K2P 1X3

Tel:  613.729.0911 Ext. 24

Fax: 613.729.0959

Email:  jay at brucehouse.org 

URL:     <http://www.brucehouse.org/> http://www.brucehouse.org

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EMPLOYMENT OPPORTUNITY:  Contract Event Planning Coordinator; Scotiabank
AIDS WALK FOR LIFE OTTAWA

 

Scotiabank AIDS Walk for Life Ottawa (AWFLO), under the administration of
Bruce House is seeking a contract event planning fundraiser to coordinate
the AWFLO event and related pre-walk events, to be held in Ottawa in
September 2009.  The walk is Ottawa’s largest fundraiser for people with
HIV/AIDS and affected by HIV/AIDS.  The proceeds are divided between 8 to 9
local AIDS serving organizations.  

 

We are looking for an experienced event planner with superior planning and
coordinating skills, strong computer skills and expertise in fundraising and
sponsorship procurement.  Reporting to the Executive Director of Bruce House
and the AWFLO Steering Committee, the successful candidate will be
responsible for pre-walk, event day and post event activities including:

 

Responsibilities Pre Walk and Event Day(s) 

 

*                  Develop an overall work plan/timelines in conjunction
with the AIDS Walk For Life Ottawa Steering Committee and Bruce House

*                  Assist in the development  and monitoring of AWFLO budget


*                  Develop a marketing and communications plan including.
Plan, secure and/or decide about promotion materials, design and printing
sponsorship as required

*                  Secure In-kind sponsorships such as media and suppliers
(Ottawa Citizen, CTV, Majic 100, City of Ottawa etc
)

*                  Help direct and assign appropriate duties to any summer
career placement students and volunteers of the walk.

*                  Establish contracts and liaise with Walk for Life Ottawa
partner agencies. 

*                  Design, develop and distribute lists for walk
registration information, pledge forms, team packages and other
communications.

*                  Recruit Walk for Life supporters and team leaders from
government departments, large corporations and among small businesses. 

*                  Create additional materials as required for pre walk
events such as Pride, Ruby Ribbon Circle, etc. 

*                  Ensure that the Walk Website is current and up to date
and liaise with web site service providers.

*                  Secure event day supplies and logistics

*                  Ensure necessary permissions and licenses are obtained
for all AWFLO related events.

*                  Coordinate and manage the major pre-walk Ruby Ribbon
Circle event in cooperation with the AWFLO Steering Committee and the event
host.  Ensure invitees list is complete, send out invites, manage attendees
lists, track event financials included event donations.

*                  Determine the overall volunteer needs for AWFLO events
and activities and assist Bruce House in volunteer recruitment and training.


*                  Entertainment and speakers are secured. 

*                  PSAs are obtained and disseminated. 

*                  Plan and coordinate all media activities such as media
launch, ad placements, and all related media such as obtaining and
disseminating PSAs and other promotional materials.

*                  Ensure media packages, posters, and sponsor merchandise
is delivered. 

*                  Develop site plan, ensure site is set up and dismantled.
Coordinate all event day logistics and activities including entertainment,
speakers and all on-site materials and resources are secured. 

                        

Responsibilities Post Event Activities and Follow Up

 

*                  Determine final tallies and statistical information,
communicate results to appropriate parties including the National Walk
office and media and ensure Walk web site is updated.

*                  Ensure data entry and final figures are re-confirmed

*                  Confirm all pledges are in and expenses confirmed.  

*                  Communicate results to partner agencies. Participate in
post walk analysis, create a final report for the Steering Committee and
partner agencies. 

 

The contract period will start immediately and end by November 15, 2009 and
require a commitment of approximately 250-280 hours during the contract
period with the bulk of these hours corresponding to the needs of event
related activities.  The compensation is based on the overall project
requirements and project deliverables.

 

Please forward a resume or proposal, expected compensation, and a covering
letter clearly detailing experience in event planning, previous fundraising
initiatives, goals and successes, and any other relevant information
explaining interest in this position.

 

Deadline for applications is Monday, March 9, 2009 at 3 p.m.   Please send
applications to the attention of J.J. Koornstra, AIDS Walk For Life Ottawa.
Please reference AWFLO – Event Planner Application in Subject Header and
email to: walkforlife at brucehouse.org 

 

 

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