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Job Description

Freelance Event Planner -

RateTBD
Location Toronto, ON Canada
Mississauga, ON Canada
Etobicoke, ON Canada (From home)
Type of project General support, Sales & Marketing Party / Event planning, Brand Ambassador/Promotional Event Rep
Duration 6 months
Education required College/University
Years of experience
    2 - 5 years
Area of Specialization Business
Languages required English
2019-08-13 Workhoppers Toronto ONMississauga ONEtobicoke ON
Description
EVENT PLANNER - Freelance opportunity
JOB TYPE: CONTRACT

We are a unique culinary school for children with locations throughout the GTA. It was developed to be first and foremost student-centred and flexible. In the summer, we offer cooking day camps for children ages 6 and up. Throughout the school year we run school workshops, after school programs and cooking birthday parties. Our programs and services always emphasize themes of healthy eating and teach our students how to live a fulfilling healthy life.

Our goal is to enhance our visibility in the local community and create awareness for our children’s cooking programs and seasonal camps. We are looking for a dynamic and enthusiastic Event Planner to organize the first of its kind, Exclusive Kids Foodie Event from conception through to completion. The selected candidate will be responsible for the successful development and planning of this event to help raise money for a local charity and to advance the company and the values of our cooking camps and programs.

Interested Event Planners are asked to provide the following information:

Please tender your fee to run an Event based on the following guidelines (Additional details at bottom of job description):
• We would like to host a fund-raiser event, in March or April 2020.
• Our goal is to organize a Gala fund-raiser to support a well-known not-for-profit food organization.
• We need to market to schools within each community to create awareness and attract children and families.
• Identify community marketing ideas through events calendars, social media, etc.

Specific Objectives and Focus of our event:
• Needs to be engaging for children and families; especially foodies;
• Attract attendance from local community;
• Related to food, cooking and nutrition.

Responsibilities:
• Market research, as required to create an exclusive event for our target market
• Plan and manage all project delivery elements within time limits
• Find the venue and organize all requirements to secure the location
• Manage all event details, such as equipment, decorations, promotional material, etc.
• Secure sponsors for the event
• Advertise vendor or exhibitor opportunities and manage all their requirements
• Provide feedback and periodic reports to stakeholders
• Ensure compliance with insurance, legal, health and safety obligations
• Coordinate staff and their activities; except for the cooking staff which will be done by Rooks to Cooks
• Plan the Marketing in order to successfully promote and publicize event
• Proactively handle any issues as they arise; troubleshoot any emerging problems on the event day
• Conduct pre- and post – event evaluations and report on outcomes

Requirements:
• Proven experience as an events planner or organizer
• Impressive portfolio of previously managed events
• Excellent time management and communication skills
• Ability to manage multiple projects independently
• Willing to submit references from previous clients

How to Apply: Please send your Cover Letter, Event Proposal Outline and answers to our questions (below) and Resume with qualifications and skills to the attention of Howard via email below.

EVENT PLANNER DETAILED DESCRIPTION OF EVENT AND QUESTIONNAIRE

PLEASE ANSWER THE FOLLOWING QUESTIONS AS PART OF YOUR APPLICATION:

1. What is your opinion on the proposed event?
2. What do you consider the biggest obstacles to success?
3. What would be your suggested changes if any?
4. Based on the dates, Easter falls on 2020 April 12th, we like the weekend of April 6/7 as the potential event date. What is your experience choosing the Saturday or Sunday of that weekend and why?
5. What would be your strategy to attract corporate sponsors to become connected with this event to support the Daily Bread Food Bank?
6. Who would you go after and why do you think you would be successful in attracting them to agree?
7. What is your opinion on the Corporate Sponsor cost that is proposed in the budget?
8. Help me understand the role you would play in this event and our responsibility.
9. What can you tell me about your experience that will make me feel comfortable that you can take this event on?
10. Please propose your fee structure to take ownership of this event

SPECIFIC DETAILS:
We are planning a Children’s Food Event to raise money for a specific food and/or children-focused charity with tentative event dates being April 6/7th or 13/14th 2020, this letter will provide the current important information and details regarding the event in order to allow your charity to determine if you would like to participate in the event.

Event Format:
The event will consist of eight workshops designed to teach children various cooking skills, 4 of which will be running simultaneously during the morning session (10am-12:30pm) and the other 4 will be during the afternoon session (1pm-3:30pm). Each workshop will accommodate 30 children, teach separate dishes to the other workshops and require supervision from 6 total staff. The sessions will follow a schedule of one workshop (each will be 30 minutes) followed by a 10-minute break, which is repeated until all four workshops have been performed. At the point of conclusion, children will be given a free swag bag.

Other potential offerings provided at the event for parents to explore during the workshops and children to explore before and/or after include:
- An international food tasting station.
- Vendor booths.
- Famous children’s chef(s) meet and greet.
- Various speakers (e.g. healthy food advocate)
- Pie contest.
- Rooks to Cooks information and registration booth.
- Bottled water for sale.
- Simple carnival games, face painting, popcorn machine, etc.

We believe a school would be the best option for hosting the event, with workshops and speakers in classrooms while exhibitors and food stations in the gym, but we are open to other ideas.

Projected Revenues & Costs:
Revenues:
- Ticket Sales = 240 tickets x $75 ($25 tax receiptable) = $18,000
- Vendor Booths = 18 booths x $150 = $2,700
- Sponsorship = $2,000 + $1,000 + (2 x 500) = $4,000
(1 major sponsor, 1 secondary sponsor, 2 third tier sponsors)
- Food contest entries = 25 entries x $20 = $500
- Family drop ins = 100 x $10 = $1,000
Total Revenue = $26,200

Costs:
- Chef costs = 16 chefs x $25 x 8.5 hours = $3,400
- Sous-chef costs = 8 sous-chefs x $20 x 8.5 hours = $1,360
- Food costs = 240 tickets x $6 = $1,440
- Rental costs = $750
- Marketing costs = $4,000
(includes cost of hiring an event planner)
Total Cost = $10,950
Net Profit = $15,250

Responsibilities:
- It will be the charity’s responsibility to provide volunteers to sell tickets/admission, hand out gift bags, sit with speakers & famous chefs, sell water, and assist with cooking. Whereas we will provide volunteers for the information booth.
- Both us and the participating charity will raise awareness of the event with marketing campaigns deemed effective and appropriate (social media, flyers, emails, etc).
- The charity will also attract the sponsors following the minimum projected sponsorship of $4,000 outlined in the projected revenues.

We thank you for considering this opportunity and will follow up with you on next steps in a week if we have not heard back from you.

Thanks to all applicants who have expressed interest in our organization, however, only those applicants selected for an interview will be contacted. We look forward to hearing from you!



 

 

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