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32nd/2014 Shuswap Nation Gathering at Neskonlith

03/13/2014

Neskonlith Indian Band is pleased to work collectively to host this nationwide event. Please see details below posting for submissions.  Please post and circulate.

REQUEST FOR PROPOSALS (RFP):  Event Planning and Management Services are required for the 32nd/2014 Shuswap Nation Gathering to be held at Neskonlith Band and sites within the area.

Eligible submissions:  Individuals, organizations or groups are invited to submit a proposal to provide event planning services to organize, manage/coordinate the 32nd/2014 Shuswap Nation Gathering.

Criteria of service include marketing, fundraising, and coordinating the Shuswap Gathering on August 14th – 17th, 2014.

DEADLINE:  MONDAY, MARCH 31, 2014.

SELECTION DATE:  FRIDAY, APRIL 4, 2014

Submit to:

Neskonlith Indian Band

Re: 32nd/2014 Shuswap Nation Road

Box 318, Chase, BC  V0E 1M0

GENERAL REQUIREMENTS

Event Details:

The event will be located on-reserve. The Neskonlith Indian Band is working with our Band owned and operated economic development corporation Sk’atsin Resources Ltd. to prepare the main event Arbor/site and is identifying additional activity sites.

We have set a target of a minimum of 300 participants, and identified $40,000 of core funds. The successful Proponent will be required to secure additional revenues through grant applications, sponsorship, fundraisers, and event sponsorships to cover all costs including the Contractor’s fee.

The individual or team acting as the event planner will play the key organizational and supervisory role for The 32nd/2014 Shuswap Nation Gathering.

The successful event planner will be responsible for ensuring that all key people and events come together in a smooth and effective way.

The event planning will be guided by discussions with members on the Neskonlith Band and the Shuswap Nation and the program of events and activities for the Gathering will be those that embody Secwepemc cultural knowledge, practices, activities, language and history. Typical components include cultural sharing (drumming, songs), mini pow wow, recreational activities (slo-pitch, archery, floor hockey etc), language sessions, cultural displays and Secwepemc historic information opportunities.

The successful proponent will work with the Director of Operations, the Chief (or her designate) to finalize the program, and will hire and direct other contractors and secure volunteers to assist as necessary. A volunteer plan will be required to ensure success of the overall event and its activities and therefore Proponents are encouraged to consider recruitment and retention incentives.

Other sub events, hosted concurrently by other entities, include Secwepemc Unity Ride, Iron Horse (motor bike) Ride.  This year Neskonlith is also looking to include a mini-marathon walk/run and a cycle event to promote health and wellness and to organize a paint ball tournament to encourage youth and leadership to join teams for competitive fun.

The first deliverable of the successful event planner will be a detailed budget and work plan incorporating all the following deliverables listed below in co-operation with the Director of Operations. This will be done within one (1) month of the issuance of a Purchase Order.

CONTRACTOR’S RESPONBILITIES

3-Day of Secwepemc Gathering  – August 14 – 17, 2014

• Supervise all aspects of the event and adhere to timelines.

• Manage the logistics and onsite supervision of the event including seating plan, décor, site management, speakers and volunteer coordination, place signage.

 

Special Considerations

• Address accessibility, diets and others issues.

• Ensure all applicable licenses and appropriate insurance coverage.

 

Administration & Financial Management

• Secure all outside resources.

• Manage all elements pertaining to the event, including expenses and revenues.

• Provide regular updates of expenses and revenues as required by the Neskonlith Band.

• Record all ticket/table sales, co-ordinate collection of monies and submit payment for immediate deposits (May be coordinated with Neskonlith Band’s Finance Department).

• Meet on a regular basis (as required) with Neskonlith Administration and NIB Secwepemc Gathering Committee to provide updates on progress, issues, resources and budget matters.

• Conduct monthly committee meetings; prepare agendas, volunteer member materials, notification and follow-up.

• Prepare all correspondence for sponsorship solicitation; send letters to donors, coordinate and administration for solicitations.

 

Event Fund Raising/Sponsorship Requirements

• Implement a fundraising /sponsorship plan for the event and execute these elements against the plan, to cover all expenses.

• Secure and negotiate all sponsorships and ensure liaison with Neskonlith Administration and incorporate any lead donor opportunities.

• Create and produce sponsorship package, packages and pledge cards.

• Provide breakdown of projected revenue and updates as required.

• Follow up with sponsors and patrons to ensure that their individual requirements are met (Corporate name, appropriate logos, etc.).

 

Contact:

Councillor Karen R. August
karenaugust@neskonlith.net

Councillor Arthur Anthony
arthuranthony@neskonlith.net

NT4

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