OVERVIEW
Tofino Arts Council is in need of an Event Coordinator for the Tofino Boardwalk Gala to
be held Spring of 2017. Tofino Arts Council is accepting proposals to find a qualified
applicant to provide event coordination for the Tofino Boardwalk Gala.
Tofino Arts Council’s goal with the Tofino Boardwalk Gala is to:
1. Highlight and promote the diverse and amazing talent that lives in Tofino and
Clayoquot Sound. Including, but not limited to, utilizing local entertainment,
incorporating aspects of the project where possible, etc..
2. Create an event that will elevate the Tofino Boardwalk project and Tofino Arts
Council to a wide audience - including local, national and international audiences for
the sale of each board. Creating a intricate network of contacts via artist and
sponsors to assist with building that audience.
3. Raise interest in the 20 unique surfboards created for the Tofino Boardwalk and
assist with creating a dynamic auction that will help raise funds for the artists that
participated in the project and funds for furthering the arts in Tofino
Project History and Participants
The Tofino Boardwalk is comprised of 20 unique surfboards created by local artist with
the support by local sponsorship, BC Arts Council, Tourism Tofino and District of Tofino.
The pilot project was started in the Spring of 2015 and was made up of 6 of the 20
surfboards. In 2016 the project expand to include 14 more surfboards. The surfboards
made trips to 3 local surf competitions in both 2015 & 2016. In 2016, from August -
October, a map was produced in Tofino Time Magazine with a contest attached
including: 2 night stay at Pacific Sands, 2 tickets to the Tofino Boardwalk Gala, round
trip ferry travel for 2 on BC Ferries, surf lessons & rentals for 2 from Long Beach Lodge,
and breakfast for 2 from Common Loaf. A video by Wyatt Productions is also being
created highlighting the participating artist and is to be finished early Spring 2017(prior
to Gala and for showing during event). Pilot House Media is being utilized in
maintaining the project across Tofino Arts Council’s social media platforms.
They are as follows:
Marika Swan - SoBo
Clayoquot Writers Group & Christy Feaver - Common Loaf Bake Shop
Kyler Vos - Epic Pharmasave
Peta & Crystal Heald - Tony’s Pizza
Joe Martin - Tofino Co-op
Victor Michael West - House of Himwitsa/Sea Shanty
Collaboration of Jim Darling, Josie & Ian Byington - Remote Passage Marine Excursion
Claire Watson - StormLight Outfitters
Marcus Paladino - Storm Surf Shop
Tara Baas - Wolf In The Fog
Jeremy Koreski - Shelter
Cory Diamond - Surf Sister
Pete Clarkson - Ocean Village
Ucluelet Secondary School - Crystal Cove
Mark Hobson - Driftwood Café, Wickaninnish Inn
Wickaninnish Art Group - Jamie’s Rainforest Inn
Roy Henry Vickers - Pacific Sands
Ursula Banke - Long Beach Lodge Beach Resort
Marion Syme - Tourism Tofino
Scope of Work
The contract period for the Tofino Boardwalk Gala will commence upon acceptance of
offer and conclude 2 weeks after the Gala.
The successful applicant will report directly to the Tofino Arts Council board of directors.
The scope of work may include, but not limited to the following activities:
1. Book, confirm & organize venue space approved by Tofino Arts Council
2. Apply for any required licenses i.e. alcohol, event permits
3. Assist Tofino Arts Council in applying for event grants by providing scope of event
and budget.
4. Communicate with vendors including, but not limited to food, entertainment, alcohol,
rentals, etc.
5. Invite and build attendance including artists, sponsors, board members, and event
participants from near and far by utilizing the depth of each sponsor and artist email
lists.
6. Create and work with Pilot House media to capture an engaged audience for
attendance.
7. Create a marketing plan include, but not limited to posters, radio communication,
publications, Tourism Tofino, etc..
8. Organize the auction portion of the event with help and approval from Tofino Arts
Council. May include online and live auction at different points in time.
9. Create an event budget, approved by Tofino Arts Council
10.Organize volunteer schedule to assist with reduce staff costs
11. Attend event to liaise with volunteer staff & performers the night of
12.Prior to event collect all 20 boards to be display the night of
13.Create a “Conclusion Of Sale’ process with assistance from Treasure for surfboards
once sold so they can be sent out shortly after event with input from Tofino Arts
Council.
14.Keep Tofino Arts Council informed on a regular basis as to the event status and any
issues arising.
15.Maintain complete records of all administrative work, communication & emails.
Forward details of timesheet to president and treasurer for each month period.
Bidder Qualifications
1. The Bidder will be expected to create a one page minimum description of the
proposed event they would like to bring forth for consideration by the Tofino Arts
Council board. Included with the proposed event idea will be a rough draft of the
following: budget, marketing plan, timeline and production schedule.
2. Three client references for whom the bidder performed a similar set of services or
similar scope within the past five years.
Highly Desired Skills
1. Experience in event planning or other related fields with >150-200 attendees
2. Demonstrate the ability to track costing, update budget, and stay flexible in the
planning for Tofino Arts Council board of directors
3. Experience with grant writing; strong written and verbal communication skills
4. Experience with auctions both online and live
5. Ability to gather community involvement and support
General Conditions and Stipulations
1. The contract with Tofino Arts Council will commence once the contract offered for the
Event Coordinator is accepted and will come to completion two weeks after Gala
concludes.
2. It is expected that the Bidder will have access to their own computer & phone for use
during the project and will not be subject to reimbursement. All expenses relevant to
the project will be reimbursed with approval from Tofino Arts Council.
3. The renumeration for service rendered will be negotiated depending on proposed
budget and subject to approval by Tofino Arts Council.
To Apply
Interested Bidders are to provide Tofino Arts Council with a thorough proposal using the
following guidelines:
- Proposal should be typed and contain no more than 6 typed pages
- A cover letter summarizing key elements of the proposal
- A summary of the Bidders demonstrated capabilities and relevant experience
- Price quote based on hourly rate of service for the completion of project
- Current resumé
Please submit your proposal no later than November 30th, 2016 at 5:00pm PDT to
Maureen Fraser commonloaf@me.com Please include: “RFP: Event Coordinator
Tofino Boardwalk Gala” as the subject of the e-mail.
Tofino Arts Council reserves the right to accept or reject any or all proposals and select
the Bidder that best meets the needs of Tofino Arts Council. Tofino Arts Council is not
obligated to award the contract based on price alone or any other single factor. Tofino
Arts Council will not be liable nor reimburse any applicant for the costs they incur to
prepare their proposals.The bid submission that meet all mandatory criteria will
determine the bid winner.
Upon selection, final contract amount will be subject to negotiation to finalize exact
scope of services to be provided (as necessary), final contact fee amount, and a
contract outlining all relevant terms shall be executed by both parties.
All inquiries concerning the RFP should be submitted by email to Maureen Fraser
at commonloaf@me.com. Please include “RFP Questions” in the subject.