CILT is looking for an Event Planner to help us with our 40th anniversary celebrations in Toronto,
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.
Budget
We have a budget of around $24,900. We have quotes from two venues that suggest an accessible indoor/outdoor venue + catering can be achieved for $12,000-15,000. That said, bids exceeding our anticipated budget may also be considered.
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. Somewhere less formal than a black tie ball but more elegant than a 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
If the budget and time allows, we would love to consider 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 reports directly to the Special Projects Manager.
The event planner may work with a venue that has in-house catering and set-up/event planning and will have the support of an anniversary committee as needed on the following:
- Deliver a proposal 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.
- Coordinate ASL interpreters, attendants, and other accessibility professionals (CILT has a list of preferred vendors and established relationships for this).
- Manage contracts with venue and other vendors and suppliers.
- Propose a design for the event and coordinate and supervise the setup, operation, and teardown of the event.
- Ensure compliance with all relevant laws, regulations, and policies, including health and safety and accessibility.
- Handle any issues or emergencies that may arise during the event.
- Work with the project manager to evaluate the outcomes and impacts of the event and provide a report with feedback and recommendations.
- Deliver simple progress reports updating us on the status of the event planning and implementation, including any changes, challenges, or opportunities.
- Deliver a final report that evaluates the event and provides feedback and recommendations for improvement.
Timeline
The celebration 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:
Aug 15th 2024 Deadline for submitting proposals
Late August 2024 Interviews and selection of successful bid
Signing of the contract and payment of the deposit
Preliminary Project Plan,
October 2024 Confirm venue and equipment rentals, & access professionals
February 2025 Guest and artist (if applicable) RSVPs due
Interim Progress report
March 2025 Draft Schedule for the day
Reconfirm access professionals
Early April 2025 Program finalized and ready to print
Action plan for the day including staff roles
Late June 2025 Submission of the final report and payment of the balance
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 August 15th 2024, 12:00 p.m. with the subject line “Event Planning Proposal”. We don’t want the submission process to be a barrier. Please reach out if you would prefer to submit in another way, or if you have any questions or concerns.
The proposals should aim to be between 1-6 pages long and include the following:
- A short 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 or proposal outlining priorities and key considerations.
- A budget outline and quote for your services.
- You are welcome to also provide references or testimonials, though that’s not required.
We will acknowledge receipt of the proposals and notify the bidders of the selection results by the end of August. We may also follow up with questions, requests for references. 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 before September, 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. 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.
