The Vancouver Canary Derby is a soap box derby to benefit early detection of cancer research in BC. The first Canary Derby was held in Victoria in June of 2006 with the first Vancouver Derby in 2008. There are approximately 20 teams expected to compete annually and attendance of approximately 1,000 on race day. The Event Planner will report to Canary Foundation of Canada staff and will coordinate activities between the Vancouver Canary Derby committee chair, race director, sub-committee chairs, volunteers and BC Cancer Foundation representatives.
Contracted event planners are expected to deliver but are not limited to the following expectations:
• Work with Canary staff and committee chair to identify and recruit committee members
• Coordinate committee meetings and arrange all logistics including booking meetings, organizing committee, developing agenda, preparation of minutes for distribution, preparation of action item lists and provision of regular progress reports
• Work with Canary staff to coordinate all event communications before and during event, including signage, media plan and marketing plan.
• Create and maintain Canary Foundation of Canada approved Event Budget
• Provide routine budget updates and obtain Canary Foundation of Canada approval before exceeding 10% of any budget category or 5% of overall budget.
• Preparation and storage of all event planning and execution documents until post-event debrief
• Recommendation of event sites, identify and obtain required event permits and liaise with venue contacts and government agencies
• Organize team fundraising meetings (one general meeting as well as individual team meetings) with Canary and the BC Cancer Foundation
• Recommend, order and collect all fundraising prizes including trophies
• Work with Canary staff to provide team support for fundraising and general event inquiries
• Distribution of team logistic information as requested by the Race Director and committees
• Work with the Race Director to identify race specific supplies, equipment and volunteers
• Coordination of all event day logistics, including race, family entertainment and picnic
• Solicitation and confirmation of all event suppliers with an emphasis on In-kind donations to reduce overall event expenses
• Recruitment of Volunteer Coordinator, ensure volunteers are screened and trained for their responsibilities, adequate in number and are wearing proper attire including Event t-shirts.
• Work with Volunteer Coordinator to create and maintain an event day volunteer schedule, recruitment of volunteers, oversight of volunteers during the event, and ordering of Event t-shirts
• Development of a delivery and setup/takedown schedule with all suppliers and volunteers
• Work with Canary staff and Committee to identify and confirm emcee & develop Event day script
• Identify and recruit volunteer photographers and videographers for the event
• Coordinate collection of all supplier invoices and submit to Canary for payment
• Work with Victoria Event Coordinator to coordinate tasks similar to both events in order to optimize fundraising, decrease expenses and work effort to include attending Victoria committee meeting/phone calls where appropriate
• Organize debrief meeting with event summary, plan for acknowledgement letters and/or ads
• Event summary with final report that includes financial accounting & all stored event documentation submitted within 60 days of the event
Reference: http://c.notify.me/04khBQ
