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RFP for OLCV Event Coordinator

RFP for OLCV Event Coordinator   The Oregon League of Conservation Voters is seeking a consultant to serve as the event coordinator for our 12th Annual Dinner for the Environment. <?xml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office" />  OLCV is a political environmental organization that works to elect pro-environment leaders in <?xml:namespace prefix = st1 ns = "urn:schemas-microsoft-com:office:smarttags" />Oregon, pass strong laws to protect our environment, and hold our elected officials accountable for how they vote on the environment.  For more information on OLCV, visit www.olcv.org.   12th Annual Dinner for the Environment: The annual dinner is OLCV’s premier event and a significant source of revenue. Last year there were a record 875 attendees. The 12th Annual Dinner will be held on April 24, 2009, at the Oregon Convention Center in Portland.   Structure: The Annual Dinner for the Environment is planned and implemented by OLCV’s Development Director, other staff, and volunteers.  A volunteer host committee (overseen by the Development Director) is responsible for recruiting table sponsors. The Event Coordinator will report to the Development Director.

  Event Coordinator: The event coordinator has two main roles:

  Recruiting Event Sponsors.  The Event Coordinator will assist in identifying and take the lead in recruiting event sponsors for the dinner.  This will entail: communicating with businesses identified by OLCV as potential sponsors, and potentially researching/identifying other leads; meeting regularly with the Development Director to report on progress; and maintaining records on contact with potential sponsors.   Stage-managing Event.  The Event Coordinator will be responsible for stage-managing the event.  This will entail: ensuring that the schedule is adhered to on the night of the event; overseeing volunteers carrying out a range of duties at the event, including guest registration and audio-visual assistance; coordinating presenters and speakers; and acting as the main point of contact with Convention Center staff on all logistics to ensure that the event is of excellent quality and runs on time.   Other Duties: Event Coordinator may fulfill other duties as negotiated.   Contract Timeline:  Securing event sponsors will occur in December 2008-January 2009.  Stage-managing the event will involve time around and on the day of the event, April 24, 2009. RFP Process: Interested parties shall submit a proposal including:   1.  Experience in event/fundraising event coordination. Please describe the scope of the events you have coordinated, and your responsibilities.   2. Proposed fee and payment schedule.   3. Three professional references.   Interested parties should submit their proposal by November 12, 2008, by mail or electronically to:   Event Coordinator Position OLCV 320 SW Stark St., Suite 530 Portland, OR 97204 [email protected]   We reserve the right also to consider proposals submitted after this date.   Molly Baer Kramer Development Director Oregon League of Conservation Voters