Poudre RiverFest Event Coordinator: Job Description

Poudre RiverFest Event Coordinator: Job Description In 2016, eight non-profit collaborators hosted the 3rd annual Poudre RiverFest (PRF). The goal of the event is to bring people to the Poudre River and foster an appreciation for this important community resource. Our approach is to provide fun, educational activities to broaden participants’ knowledge about the river and its importance for clean water, wildlife, plants, industry, agriculture, and recreation. Activities may include bird banding, nature hikes, scavenger hunts, a kids’ activity area, river-focused exhibitors and displays, hands-on restoration projects, and workshops—all of which are surrounded by the celebration of the River with live music, dancing, and refreshments. 2017’s event program will include even more engaging educational experiences for kids and adults. Collaborators include Save the Poudre, Bird Conservancy of the Rockies, Sustainable Living Association, National Association for Interpretation, Coalition for the Poudre River Watershed, Synergy Ecological Restoration, and CSU Environmental Learning Center. Please visit www.poudreriverfest.org for more information. These collaborators are soliciting competitive proposals from qualified individuals interested in using their interpersonal and organization skills to plan, coordinate, promote, and facilitate a successful 2017 PRF event to be held Saturday, June 3rd. A successful candidate will be an organized, out-going, and motivated individual. S/he will work part-time with our subcommittees as well as serve as the liaison with our sponsors, exhibitors, vendors and media to ensure the event runs smoothly and efficiently and that the audience experience is enjoyable, safe and comfortable. Duties and Responsibilities include, but are not limited to: Coordination of Poudre RiverFest (January – June 2017):   

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Lead monthly or bi-monthly planning committee meetings leading up to event and one wrap-up event Coordinate with subcommittees o Grant writing, music, volunteers, activities, silent auction, kids’ corner, publicity Coordinate negotiations for space contracts and book event space, arrange food and beverage, arrange for donations and order supplies and equipment o Work with team to secure venue for event, submit Parks Permit application, Special Events Permit for liquor license and respond to any questions or needs from the Parks Department. o Secure the “Showmobile” portable stage from the City and coordinate placement and set-up of stage prior to event. o Arrange for loaner bike racks from the City. o Negotiate prices and reserve rental equipment to include porta-potties and trash/recycling service, sound system and engineer, perimeter fencing, additional tents/tables/chairs if needed. o Secure specific food vendors o Help secure donations for and arrange silent auction Assist with design and arrange promotion and marketing materials and press for events Serve as liaison with partners, sponsors, vendors and exhibitors on event-related matters o Work with team to build sponsor base o Help solicit exhibitors and sponsors through e-marketing o Address all questions and needs from sponsors and exhibitors during registration process and day of event.

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Distribute Exhibitor Letter approx. three weeks prior to event and ensure they have info about sales tax requirements. o Send follow-up survey post event. Manage on-site event logistics and clean up as necessary o Create layout of venue and assist with set-up prior to event. Develop a venue map with help from team to provide pre-assigned booth spaces. Work with fiscal agent to manage budget Propose new ideas to improve the event planning and implementation process Close out all events as required; survey, feedback, reports and statistics

Job Qualifications: Management    

At least 3 years demonstrated event-planning experience, with a proven track record in setting and achieving desired goals. Experienced person with ability to manage administrative and logistical details. Ability to anticipate project needs, discern work priorities, meet deadlines and be willing to work occasional evenings and weekends. Effective supervision of and ability to motivate and support volunteers.

Leadership    

Ability to create a collaborative work environment, fostering a solution-oriented approach to challenges and encourages innovation. Proven skills in on-the-spot problem solving. Ability to guide both the high-level vision of the event and simultaneously oversee the numerous details involved in successfully coordinate all facets. Ability to accomplish projects with little supervision.

Fundraising and Financial Management  

Experience with achieving fundraising objectives. Experience with budget management.

Skills Required:     

Strong organizational skills, with attention to detail. Excellent written and verbal communication skills. Successful experience in developing, directing and managing multiple projects, including ability to create and follow timelines. Work independently and as part of a team; flexible and compassionate. Ability to persuasively convey the goals of the PRF to diverse groups.

Hours and Compensation: Event Coordinator position is a part-time Independent Contractor position that runs January through June. Workload varies throughout the timeframe with periodic peaks of high-level time commitment during the months leading up to the event. Some evenings and weekends required. We anticipate the event coordinator will spend 5-15 hours per week, with hours increasing as we get closer to the event. A successful candidate will enter into an agreement with the fiscal sponsor (TBD) for the event.

Proposal submission – Deadline January 15th Please submit to Laura Quattrini, Stewardship Program Manager at Bird Conservancy of the Rockies at [email protected]. Your proposal should be one document with a file name “YOUR-last name_2017_PRF” and use “2017 PRF Event Coordinator” in the subject line. All proposals submitted for evaluation must include, but are not limited to the following information. 1. Individual background – Please provide information about yourself, history, credentials, principal place of business and contact information. 2. Responding individuals are encouraged to share examples of similar projects and provide an explanation of what could be considered including materials used and creative process. 3. Cost – identify the estimated cost to complete this work for the 2017 PRF event. Evaluation of Proposals Proposals will be evaluated and ranked by collaborating organizations according to the following criteria and assigned weights. We may invite you in for an interview in late January. 1. 2. 3. 4.

Completeness of Proposal Experience Cost/pricing Creativity

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