Request for Proposals: Event Planning and Coordination, Homes for the Holidays 2025

Job title: Request for Proposals: Event Planning and Coordination, Homes for the Holidays 2025

Company: Hospice Care Ottawa


Job description: Request for Proposals: Event Planning and Coordination, Homes for the Holidays 2025Statement of NeedHospice Care Ottawa (HCO) is pleased to initiate a Request for Proposal (RFP) for the selection of a qualified Event Coordinator to manage the planning, coordination, and execution of our signature annual community engagement event, Homes for the Holidays (HFTH). This event is a key fundraising initiative, with a goal of gathering key community members and supporters to raise funds and awareness for HCO. This RFP covers the execution of the 2025 Homes for the Holidays event with the possibility of extension beyond 2025.About Hospice Care OttawaHospice Care Ottawa is a community-based charitable organization whose mission is to accompany and support individuals, and their families, through their end-of-life journey by providing compassionate, high quality care. Hospice programs include day hospice, home support, family support, and residential hospice services. Hospice Care Ottawa delivers these services at three sites: May Court Hospice, Maison de l’Est, and Ruddy-Shenkman Hospice. HCO proudly recognizes and welcomes the diversity of our community and strives to be inclusive for all.Event OverviewHomes for the Holidays has become a time-honoured holiday tradition in the Ottawa community for the past 23 years, where gracious community members have donated their homes for a weekend to allow more than 1,200 ticket purchasers an opportunity to view luxurious homes decked in the holiday style. HCO partners with local florists who donate countless hours and flowers to help decorate these amazing homes for the Home Tour.On the Home Tour, ticket purchasers have the opportunity to get started on their holiday shopping at the Pop-Up Shop, where local artisans and vendors sell their incredible works of art and then donate a portion of the proceeds back to Hospice Care Ottawa. The target audience for this event will be past supporters, local businesses, grateful families, and current HCO volunteers with the goal of attracting new audiences from the greater Ottawa community.HFTH will be supported by the Fund Development and Communications team at HCO, as well as a volunteer committee.

• Event Name: Homes for the Holidays
• Date: November 14 to November 16, 2025
• Location: Ottawa
• Estimated Attendees: 1,200+
• Volunteers: 350+
• Fundraising Goal: $150,000

Period of WorkThe contract will run from March 2025 through to November 2025. Meetings will be held monthly until closer to the event, which will become more frequent.Scope of WorkPre-Event Planning

• Event logistics: Manage an existing detailed critical path and production schedule for all aspects of the event. Ensure all Committee Leads are on track with their respective tasks and responsibilities.
• Planning: Conduct monthly meetings with HCO on event status and course correction as needed. Plan, organize and participate in monthly committee meetings to ensure all event leads are informed of upcoming tasks.
• Budgeting: Oversee a comprehensive budget with monthly updates and handle aspects of invoicing and financial transactions with approved vendors.
• Vendors: Identify, secure, and manage vendors for rentals, suppliers, print assets, and other event services.
• Contract Collection: Work with Committee Event Leads to secure signed contracts from homeowners, florists, vendors and donors.
• Staffing and Volunteers: Collaborate with HCO Volunteer Services to identify gaps in volunteers for the event. Take the lead for the management, coordination, contact, training, and leading of all event weekend volunteers.
• Marketing and Ticket Promotion: Identify new opportunities for marketing of event and ticket sales in collaboration with HCO and Committee Volunteer Lead.

Event Weekend Execution:

• On-site Management: Oversee Pop-Up Shop event setup – lead set up and tear down, and act as the main liaison between vendors, permit officials, and volunteers.
• Coordination: Coordinate event timelines for the weekend. In collaboration with HCO, create and distribute a schedule for all vendors, sponsors and associated parties, no later than one month ahead of Homes for the Holidays.
• Print Assets: Distribute all print assets in the required spaces and remove them for storage post-event.
• Event Tear Down: Coordinate a load-in/out team. Manage coordination with volunteers of the pickup of all event elements. Post-event, manage the load-out process, lead the dismantling and removal of all event materials and rentals, and unload items at the HCO office.

Hospice Care Ottawa ResponsibilitiesHCO will be responsible for the following aspects of event execution, including but not limited to:

• Produce and manage overall HFTH event budget
• Management of event website and online ticketing site Keela (including troubleshooting)
• Management of creative design for all print and web related materials
• Identify required signage for various aspects of event (with support from chosen agency)
• Media relations for promotion of event
• Accounts receivable and payables for all vendors
• Administration of post-event details (i.e., stewardship)
• Solicitation of sponsorship for cash and in-kind sponsorship from HCO supporters
• Fulfillment of various sponsor benefits

Proposal Requirements & TimelineCandidates are invited to submit a proposal that includes the following: related experience, summary of references, summary of how you will meet the required objectives as presented in the scope of work, proposed schedule and milestones, list of proposed subcontractors (if necessary), cost proposal of any outsourced items and disclosure of litigation. Separately, provide a fee reflecting the scope of work inclusive of all charges.

• Company/Contractor Overview: Brief description of the company/individual, including relevant experience in producing large-scale outdoor events and non-profit fundraising events.
• Event Team: List key personnel involved in the project and their qualifications, roles, and responsibilities.
• Previous Experience: Examples of similar events produced in the past, including client references (preferably from non-profit organizations).
• Event Concept: Brief overview of how the event will be structured, including proposed ideas for layout, entertainment, and activities.
• Budget and Pricing: A detailed breakdown of estimated costs for event production, including but not limited to staffing, vendors, equipment, and any other relevant costs.
• Timeline: Proposed timeline for event planning, including key milestones and deliverables leading up to the event date.

*Event Critical Path available upon request.Please submit questions to Taylor Mueller (taylor.mueller@hospicecareottawa.ca), Manager of Fund Development & Communications,Candidates, or a subset of candidates, may be selected to meet with key project leaders to discuss their proposals and evaluate fit. These interviews are projected to take place March 10-19, 2025. Selection of the chosen candidate will be made as soon as possible.

Expected salary:

Location: Ottawa, ON

Job date: Sun, 23 Feb 2025 08:23:44 GMT

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