Request for Proposals for Event Production Assistance by Gather New Haven

[Brent Peterkin]

Request for Proposals for Event Production Assistance
Gather New Haven
Event: Major Community Festival celebrating Community and Wellness
Date: Sunday, September 18, 2022 12 noon-5 PM
Venue: Degale Field, corner of Goffe Street and Sherman Avenue, New Haven

Gather New Haven,(GNH) a nonprofit organization based in New Haven, CT, is looking for an individual or firm to serve as an Event Producer (“Producer”) to assist in the production of a major fall community festival, tentatively scheduled for Sunday, September 18, 2022.RFP%20for%20Event%20Production%20Assistance%20-.pdf

The festival will be a celebration of community and wellness that will feature booths by nonprofit partners and local businesses that are engaged in making connections with nature and/or community services and wellness products and services.

The event will include music on a mobile stage with a professional sound system, food in carts and tents in the park and along the adjoining street in Food Trucks, tents and tables presented by community organizations and businesses hosting interactive activities and information, a range of programming to be determined on the theme of wellness (e.g. cooking demonstrations with celebrity chefs, yoga, exercise), health screenings and a pop-up vaccination clinic by YNHH or others, and other activities.

A board-staff committee has been convened to oversee, advise, and partner with the Producer in the planning and execution of the event.

We are seeking to bring on an event producer/organizer as soon as possible to provide the following services in support of the committee’s work:

● Support and document continuing Committee work to define the event and all components and details

● Assist in sponsorship campaigns, including
○ Finalizing a Sponsorship Brochure and list of potential sponsors
○ Reaching out to the potential sponsors to set up zoom calls or meetings to discuss
their sponsorship, in partnership with Gather staff, board, and volunteers as appropriate
○ Completing sponsorship applications and paperwork

● Manage community outreach process to recruit sponsors, vendors, and nonprofit participants, including:
○ Finalizing a community partner flyer and google form application to participate and
list of potential partners
○ Reaching out to the potential sponsors to set up zoom calls or meetings to discuss
their participation

● Lead event logistics planning and execution on behalf of the Committee, including:
○ Policing
○ Sanitation
○ Permits for food or other purposes
○ Signage design and production

● Create and execute the event marketing plan, including partnerships as needed, including
the following:
○ Graphic design
○ Press release
○ Ad placements including posters, flyers, overhead signs
○ Managing social media strategy - paid and organic
○ Conducting media outreach and coordinating coverage

● Day of event production, including:
○ Distribution of critical information to all event vendors and participants in advance of
event
○ Coordinating set up
○ Coordinating registration of participating partners and vendors
○ Managing the team that will be responsible for the smooth functioning of the event -
staff and volunteers
○ Coordinating clean up at end of day

Division of Responsibility: The Executive Director, Brent Peterkin, will have overall management responsibility for the event and will be supported by a board/staff Fall Event Committee that will carry out specific responsibilities defined in a detailed work plan, including food, and music, arts, and community partnerships. The Producer will support the Executive Director and the Committee in the execution of the event in accordance with the work plan.

Contracted Event Producer: The producer would serve as a contractor to GNH pursuant to a written contract that specifies the scope of work (as detailed above) and compensation, not as an employee.
Time Commitment: We anticipate this will require a considerable effort in initial planning and implementation at first in May and into June, fewer hours in July and August, and an increase again in September, with longer hours in the days leading up to the event and on the event day. We look to applicants to tell us what level of effort they think this assignment will require.

Please submit a resume and letter of interest summarizing your experience and approach to this work, including event production experience and references, and what compensation you would require to undertake this project. Email [e-mail] as soon as possible. Proposals will be considered on a rolling basis as they are received.