Position:  Events Coordinator - Contract

Purpose: seeking a qualified and experienced contractor to provide Langley Memorial Hospital Foundation with fundraising event production and logistics services for three major fundraising events:

  • Giving Hearts Gala
  • Signature Gala
  • Charity Golf Tournament and Banquet

Experience: 3 years
Education: Recognized event management certification or relevant experience.

Background: 

Annual Charity Golf Tournament and Banquet, August 17, 2023.

This shot-gun golf tournament hosts 144 golfers with 175 banquet guests and is being hosted at the Fort Langley Golf Course for 2023.

The tournament is a ticketed event that includes sponsorship (sales lead is LMHF CEM) and nearly a full slate of course activities and BBQ banquet.

Site set up and load in begins the day before and strike done immediately following the event. A/V, tenting are rented and brought in.

Signature Gala  October 21, 2023

Committee-driven gala for up to 350 guests, held annually in the fall.

This semi-formal event is ticketed event ($225 - $250 per seat) that includes sponsorship (sales lead is LMHF CEM). The themed event features entertainment, guest speakers, a plated dinner with fundraising activities: raffle, silent and live auctions.

This event is currently being held at the Coast Hotel in Langley.

Site set up and load in begins in the morning of the event and strike done immediately following. A/V and Decorator is contracted.

Committee meetings are held in Langley monthly starting 8 months out from event, with 2 additional meeting planned in the months leading up to the event along with a post-mortem meeting after the event.  (Committee led by LMHF CEM).

Giving Hearts Gala, February 2024

South-Asian inspired, Committee driven gala for up to 350 guests, held annually on the second Saturday in February (near Valentines Day).

This semi-formal event is ticketed event ($225 - $250 per seat) that includes sponsorship (sales lead is LMHF CEM). The event features include South-Asian inspired entertainment, guest speakers, a buffet dinner with fundraising activities: raffle, silent and live auctions.

This event is currently being held at the Coast Hotel in Langley.

Site set up and load in begins in the morning of the event and strike done immediately following. A/V and Decorator is contracted.

Committee meetings are held in Langley monthly starting 6 months out from event, with 2 additional meeting planned in the months leading up to the event along with a post-mortem meeting after the event. (Committee led by LMHF CEM).

Scope of Services:  

The Contractor should provide everything required to meet all the requirements of the Agreement including, without limitation any skilled labour, materials, tools, equipment, transportation, and on-site supervision to faithfully perform and provide the Services at the Foundation’s events specified.

The Contractor will work closely with the Foundation’s Corporate and Events Manager (CEM).

The following section details the main roles and responsibilities for each of the events. Please note that additional roles and responsibilities may be added as needed.

Annual Charity Golf Tournament and Banquet

  • Working with CEM to deliver a full day of golf from registration, lunch, shotgun start and full on-course activities to engaging buffet dinner banquet. Suggestions for motivational speaker and other talent may be required.
  • Responsible for sourcing and managing video, audio and any other equipment required for on course activities.  
  • Working within an established budget, contractor would be responsible for sourcing quotes and executing on the CEMs banquet entertainment. Quotes must be approved by the CEM.
  • Talent management: Negotiate logistics and fees of contracted professionals and artists and any travel costs for the event. Contracts must be approved by the CEM.
  • On site management of all site logistics throughout the duration of the event from initial site preparation to site restoration post-event.
  • Communications: establish a run of show in collaboration with the CEM and Communications team. This will include Sponsor fulfillment signage and recognition.  Establish and manage a communication plan between all members of the production and organizing teams.
  • Volunteers: Establish event needs for volunteers including positions, schedules and training guides.
  • Guest correspondence: Working with M&C team, draft mass correspondences content and ensure correspondences are coordinated and executed through LMHF tools and channels.
  • Production Schedule: Manage and create the production schedule. Ensure that the production schedule moves along according to the timeline and that all production dates are met. A production schedule will be provided to CEM one (1) month before the event, and an on ongoing basis, with a final update provided on the day before load in.
  • Responsible for advancing all event equipment (e.g. tenting, signage, etc.) and monitoring and managing their progress on site.
  • Invoicing: working within a budget, compile quotes from contractors, negotiate and assess invoices before sending to CEM

Giving Hearts Gala & Signature Gala 

  • Event Committees: Support the Gala Committees consisting of 8 – 12 Community and Business Leaders. Includes meeting bookings, meeting notes, regular communication with members, and event updates. Meeting will be led by LMHF CEM
  • Engage committees to select theme, menus, determine décor, suggest motivational speaker and other talent recommendations.
  • Responsible for sourcing and managing video, audio, stage and lighting equipment which must be approved by the Committees and CEM.
  • Working within an established budget, contractor would be responsible for sourcing quotes and executing on the Committees direction for theme, décor and entertainment. Quotes must be approved by the CEM.
  • Talent management: Negotiate logistics and fees of contracted professionals and artists and any travel costs for the event. Contracts must be approved by the CEM.
  • On site management of all site logistics throughout the duration of the event from initial site preparation to site restoration post-event, including logistics of fundraising activities such as raffle and auction (cash management lead by LMHF team).
  • Communications: establish a run of show in collaboration with the CEM and Communications team. This will include Sponsor fulfillment signage and recognition.  Establish and manage a communication plan between all members of all production and organizing teams.
  • Volunteers: Establish event needs for volunteers including positions, schedules and training guides.
  • Production Schedule: Manage and create the production schedule. Ensure that the production schedule moves along according to the timeline and that all production dates are met. A production schedule will be provided to CEM one (1) month before the event, and an on ongoing basis, with a final update provided on the day before load in.
  • Guest correspondence: Working with M&C team, draft mass correspondences content and ensure correspondences are coordinated and executed through LMHF tools and channels.
  • Responsible for advancing all event equipment (e.g. tenting, signage, etc.) and monitoring and managing their progress on site.
  • Invoicing: Compile quotes from contractors, negotiate and assess invoices before sending to CEM  

ADDITIONAL INFORMATION

Please note that LMHF staff will lead and have final approval on the following tasks:

  • Marketing and Public Relations
  • Event Branding
  • Sponsorship Sales
  • Volunteer Recruitment and Management
  • Budget

Regular management meetings between the CEM and the contractor will take place one or two times per month as required. All meetings will take place at the Foundation office or at the venue site. Meetings can last from 1 – 3 hours in duration, depending on requirements.

The contractor is responsible for providing its own transportation, accommodation and meals during the event, unless otherwise approved by the CEM.

The Fee is inclusive of all cell phone, mileage and gas charges.

DELAYS

In the event the delivery schedule approved by LMHF is delayed by events beyond the control of LMHF, LMHF shall provide prompt and timely notice, in writing, to the Contractor.

If the Contractor is delayed in the performance of the services by its own acts or omissions, or those of its employees, agents or subcontractors, then the Contractor will not be entitled to any time extension or reimbursement as a result of such delay.

In the event the Contractor fails to meet its delivery commitments, LMHF reserves the right to obtain adequate equipment and supplies necessary to function properly from any available source. In such event, any difference in price shall be paid by the Contractor.

By submitting a Quotation, a Contractor represents that it has the expertise, qualifications, resources, and relevant experience to supply the Services to fulfil the job description.

Send your application to: gabriela.matute@lmhfoundation.com