Event Planner 2017

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Calls to Event Planners

Employee Family Winter Celebration
December 3, 2017

Event Details
The City of Medicine Hat (Corporate Communications) is seeking a qualified contractor to plan and execute the 2017 Employee Family Winter Celebration.   Quotes should include details of the event the contractor would plan and execute (theme, activities, etc.), budget breakdown, experience in the delivery of similar events and any additional conditions that the City should consider.

Scheduled to be held this year from 2 pm to 4 pm, Sunday, December 3, 2017 at the Esplanade, the Winter Celebration is a thank you to the City of Medicine Hat employees and their families.

 The Esplanade is booked in its entirety and is available from about 11 a.m. to 5 p.m., December 3. Underground and surface parking is free to attendees as is admission to the Museum and Art Gallery during the event.

 In 2016, 247 children and 300 adults registered to attend the event.

 The Winter Celebration includes a number of traditional events that the event planner is required to include:

  • Photos with Santa
  • Treat bag from Santa
  • Child-friendly activities (Craft table, face painting, movie room, etc.)
  • Collection of donations for Community Warmth
  • Refreshments
  • Door prizes

Responsibilities

 The Event Planner will: 

  • Deliver agreed upon services on time and on budget.
  • Determine the theme and agenda for the event.
  • Work with Esplanade staff and City’s Building Services department to coordinate access to the building and times for set up/tear down. Involve Esplanade staff in planning related to facility use to ensure all building requirements and restrictions are met.
  • Purchase door prizes and determine how the draw will work.
  • Assemble treat bags for Santa to hand out, including purchase of supplies (must be nut-free).
  • Advise City how many volunteers are required for planned activities.
  • Schedule volunteers and brief volunteers as to their responsibilities.
  • Plan and execute child-friendly activities.
  • Work in collaboration with City’s graphic designer to produce posters, e-vites, etc.
  • Supply refreshments (all food must be nut-free, beverages must be non-alcoholic)
  • Supply any decorations desired (Esplanade will have Christmas decorations in some areas of the building. Confirm any plans to decorate with facility staff.)
  • Hire and pay photographer.
  • Hire and pay Santa.
  • Ensure photos taken with Santa are preserved on an SD card along with visible email address of family and given back to Corporate Communications to distribute.

City of Medicine Hat will:

  • Provide Esplanade building maps to assist in planning.
  • Provide graphic design services (Event Planner to coordinate with City of Medicine Hat designer in a scheduled manner to accommodate workload).
  • Assist with recruiting City volunteers.
  • Create posters and e-vites for City staff.
  • Post posters and distribute evites to city staff.
  • Register City staff and families (including numbers of adults and children, children’s ages and gender). Registration numbers will be provided to Event Planner.
  • Will email photos with Santa to employees.

In the past, City volunteers have been recruited to:

  • Santa's Helper
  • Activities/Games 
  • Craft Station
  • Food/Beverage Area
  • Face Painters 

Budget
The total maximum budget for the event is $5,500. 

City portion: $ 2000 

  • Esplanade facility fee
  • Facility Parking – underground and surface
  • Museum and Art Gallery admissions 

Planner portion (maximum): $ 3500 

  • Minimum six door prizes ($300)
  • Refreshments
  • Nut free treats for Santa Treat Bags
  • Santa’s Fee
  • Photographer Honarium
  • Craft activity costs
  • Other activities costs

Submission Deadline
Submission deadline is 4:30 pm, Monday, August 28, 2017

Evaluation
Submissions will be evaluated based on quality of proposed event, total budget and experience in event planning.

Successful proponent will be contacted with our decision no later than end of day Friday, September 15, 2017 

Communication
The City will contact all proponents to advise them of the status of their submission once a Planner has been chosen. 

The City will meet with the Event Planner initially to go over details and answer any questions. The department will make itself available as needed to answer any questions or concerns as the Planner requires. The Planner will meet with the City three weeks prior to the event to provide a status update and confirm status of planning activity. The Planner is expected to report any issues to the City as quickly as possible.

Mayor’s Levee

January 1, 2018

Event Details

  • The City of Medicine Hat is seeking a qualified contractor to plan and execute the 2018 Mayor’s Levee.   Quotes should include details of how the contractor would plan and execute the event, experience in the delivery of similar events and any additional conditions that the City should consider.
  • The Mayor hosts this come and go event for the general public.  Past experience has resulted in approximately 100 – 150 attending the event.  
  • The event is planned for 2 pm to 4 pm, Monday, January 1, 2018 in the Helen Beny Gibson Lounge, Main Floor in City Hall, 580 First Street SE. There is free parking underground in the City Hall Parkade off River Road.

Facility

  • Helen Beny Gibson Lounge, Main Floor City Hall (room capacity is 250)
  • Security is in attendance and will ensure Parkade and Main Floor entrances are open and available.

About the Levee

  • Tea/coffee, beverages, and light food items (ex: finger sandwiches, desserts and/or appetizers) are generally served.
  • Appropriate entertainment (ex: live music) is expected to be arranged and is the responsibility of the event planner.  

Supplies & Logistics
Event Planner

  • Event planner arranges rental or supplier for dishes. Tea and coffee service, as well as glassware, coffee cups, plates and flatware are expected to be non-disposable. 
  • Event planner supplies sugar, cream, coffee, napkins, and alternate non-alcoholic beverages 
  • Event planner arranges menu and catering.
  • Event Planner is expected to arrange table layout, number of tables and cloths, napkins etc.
  • Event Planner will meet with Corporate Communications staff prior to event in order to assess space, needs, supplies, and graphical material required.
  • Event Planner will provide set up for activities, requests for supplies to be available (tables, etc.) and will coordinate take down/clean up along with City Building Services through the Corporate Communications office a minimum of two weeks prior to the event.
  • If volunteers from community organizations (Southern AB Light Horse etc.) are asked to assist, Event Planner will arrange for honorariums as part of their own budget proposal.

City of Medicine Hat

  • Corporate Communication and Mayor’s Offices ensures posters, e-vites and invitations are created and delivered to guests. 
  • Generally, City Council and Chiefs of Police and Fire serve guests. This will be arranged by Corporate Communications and other servers are at the Event Planner’s discretion.
  • Security is in attendance and will ensure Parkade and Main Floor entrances are open and available.

Budget
Budget limit is set at $2500.

This fee includes

  • Catering
  • Tea and coffee silver service
  • Non-disposable dinnerware, glassware and cutlery
  • Supplies (condiments, napkins, beverages, and any rentals required to supply coffee, tea etc.)
  • Honorariums or payment for entertainment and volunteers
  • Decorations 

Submission Deadline
Submission deadline is 4:30 pm, Monday, August 28, 2017

Evaluation
Submissions will be evaluated based on quality of proposed event, total budget and experience in event planning.

Successful proponent will be contacted with our decision no later than end of day Friday, September 15, 2017 

Communication
The City will contact all proponents to advise them of the status of their submission once a Planner has been chosen. 

The City will meet with the Event Planner initially to go over details and answer any questions. The department will make itself available as needed to answer any questions or concerns as the Planner requires. The Planner will meet with the City three weeks prior to the event to provide a status update and confirm status of planning activity. The Planner is expected to report any issues to the City as quickly as possible.

 CONTACT INFORMATION:

For more information or further details please contact:

 Lori Bell
Administrative Assistant, Corporate Communications
lorbel@medicinehat.ca
403.502.8719


Leah Prestayko
Corporate Communications Manager
leapre@medicinehat.ca
403.502.8071