Background
The Centre for Independent Living in Toronto (CILT) is a community-based resource organization run by people with disabilities for people with disabilities.
We have a vision of social and economic equity for people with disabilities as seen through the lens of Independent Living principles. We develop and implement services, programs and activities that empower individuals rather than create dependencies; we recognize that people with disabilities have the right to take control of their own lives, through increased knowledge and examination of options, making informed choices, and taking calculated risks; and we offer skills training programs to people with disabilities to successfully integrate into the community.
June 2025 will be the culmination of a year of events reflecting on our 40 years under the theme of “Foundations to Futures”. We want to celebrate this date with a very special event to mark this milestone, to honor our founders, consumers, members, partners, and supporters. The event will also be an opportunity to showcase our achievements and plan for our vision for the future with something spectacular.
We are looking for a professional and experienced event planner who can help us plan and execute a successful and memorable event that reflects our values and mission.
To learn more about CILT please visit our website at https://cilt.ca.
Parameters
To try to balance considerations of safety, access and weather, we propose an outdoor event with a backup plan for extreme weather that is still well-ventilated, such as an indoor/outdoor venue, or a tented event on solid ground. It must be fully inclusive, accessible, family-friendly, festive and celebratory. The vibe we are hoping for would be fancy but comfortable. We are starting to refer to it as a gala, though our idea of a gala is somewhere between black tie ball and company picnic.
Date:
- Late May/Early June 2025
Time:
- Half-day
Expected Attendees:
- CILT Staff, board, consumers, members, partners and supporters – approximately 150-200
Program (tentative, subject to change/budget/discussion):
- MC
- Speeches
- Video or slide show
- Food and non-alcoholic drinks
- Program may also include any or all of the following:
- Small art exhibit and/or performances
- Awards ceremony and prizes
- Interactive element such as speakers corner and/or photo booth
Scope and Deliverables
The event planner will be responsible for the following:
- Delivering a contract that specifies the terms and conditions of the agreement, including the scope, fees, payment schedule, and cancellation policy.
- Delivering a proposed plan that aligns with CILT’s mission, values and mandate, and outlines the event plan and budget, including accessibility, timeline, list of vendors and suppliers, program and risk assessment.
- Working closely with our anniversary committee and reporting directly to the project manager.
- Working with the project manager to ensure alignment with CILT’s mission, values and mandate, the theme of our anniversary, objectives, and format of the event.
- Working with the project manager to coordinate ASL interpreters, attendants, and other accessibility professionals (CILT has a list of preferred vendors for this).
- Securing and managing contracts with vendors and suppliers.
- Working with the project manager and/or anniversary committee to design the event schedule and space layout.
- Coordinating and supervising the setup, operation, and teardown of the event.
- Ensuring compliance with all relevant laws, regulations, and policies, including health and safety and accessibility.
- Handling any issues or emergencies that may arise during the event, including a backup plan for inclement weather/rain.
- Working with the project manager to evaluate the outcomes and impacts of the event and providing a report with feedback and recommendations.
- Delivering progress reports updating us on the status of the event planning and implementation, including any changes, challenges, or opportunities.
- Delivering a final report that evaluates the event and provides feedback and recommendations for improvement.
Timeline
The Gala will be in early June or late May, avoiding significant cultural/religious holidays. Depending on venue availability, possible dates include Wednesday June 4th, Thursday June 5th, Friday June 6th, Thursday May 29th, or Friday May 30th.
The tentative timeline for the event planning and execution is as follows but is subject to discussion/change:
July 30, 2024 Deadline for submitting proposals
Week Aug 6 and 12, 2024 Interviews and selection of successful bid
Signing of the contract and payment of the deposit
Week August 19, 2024 Preliminary Project Plan, including risk assessment, evaluation framework, timeline, and budget
October 1, 2024 Confirm venue and equipment rentals; access professionals
February 3, 2025 Guest and artist (if applicable) RSVPs due
Interim Progress report
March 3, 2025 Draft Schedule for the day
Reconfirm access professionals
(Attendants, ASL and Deaf interpreters, other)
April 1, 2025 Program finalized and ready to print
Action plan for the day including staff roles
(Including staff in gala set-up)
June 15, 2025 Submission of the final report and payment of the balance
Budget
We have a budget of $20,000, which includes the fees and expenses of the event planner and the costs of the venue, catering, entertainment, equipment, transportation, and all other items.
CILT will pay the costs of all vendors, within the budget above, directly to the vendors on receipt of invoice. The Event Planner is encouraged to submit a payment schedule for their fees with their proposal.
Evaluation Criteria
The proposals will be evaluated based on the following criteria:
Priorities
- Professional experience in accessible and inclusive outdoor event planning
- Professional experience planning similar scope/size events for charitable organizations
- Demonstrated ability to prioritize accessibility and inclusion
- Strong communication and collaboration skills
- Ability to thrive in diverse teams
- Understanding and alignment with CILT’s mandate, values and mission
- Ability to meet the timeline and deliverables
Other Considerations
- Lived Experience as a Deaf or Disabled person
- Lived experience as a member of an equity-deserving group
- Value for money and cost-effectiveness
- References and testimonials
- Other relevant experience
The proposal that best meets these criteria will be chosen, subject to the availability of funds and the negotiation of the contract. We reserve the right to reject any or all proposals, to waive any minor irregularities or informalities, and to request additional information or clarification from the bidders.
Submission Instructions
Please submit your proposal electronically in PDF format to Amanda Dorter at amanda.dorter@cilt.ca by July 30, 2024, 5:00 p.m. with the subject line “Event Planning Proposal”
The proposals should aim to be between 2-8 pages long and include the following:
- A personal statement outlining your experience and skills as it relates to this project and to the work of CILT. Please be sure to include your alignment with our organization’s mandate, values and mission, and how the event will incorporate diversity, inclusion, equity, and access considerations.
- Either a resume/CV or link to a portfolio that highlights the relevant experience and qualifications of the event planner and their team, including examples of previous events they have planned and executed.
- A rough event plan outlining what your priorities and key considerations would be, including considerations around access.
- A budget and fee schedule, including a quote for your services.
- A list of at least three references or testimonials from previous clients, including their names, titles, organizations, contact information, and a brief description of the events you worked on.
We will acknowledge receipt of the proposals and notify the bidders of the selection results by the week of August 12. We may also follow up with questions and/or invite the shortlisted bidders for a remote interview and a presentation of their proposals. We expect to finalize the contract and start the project by August 19, 2024.
Access and Inclusion
CILT is an equal opportunity employer and encourages applications from people with lived experience of disability and other equity-deserving groups.
CILT is committed to meeting your access needs in our selection process. If you have any access needs or require accommodations through this process, please let us know and we will work with you to meet your needs.
Questions and Inquiries
If you have any questions or inquiries about this RFP, please contact Amanda Dorter at amanda.dorter@cilt.ca or 416-599-2458 x 242 by July 26th, 2024. We will respond to your questions as soon as possible and post the answers on our website for the benefit of all bidders.
We thank you for your interest and look forward to receiving your proposals.