Thursday, March 05, 2015

Nanaimo Heritage Days Event Coordinator Sought

Request for Quotation

 Nanaimo Heritage Days Festival Event Coordinator Invitation

The Real Estate Webmasters, The Nanaimo Chamber of Commerce and the Downtown Nanaimo Business Improvement Association are looking to seed a new one day event, the Nanaimo Heritage Days Festival in downtown Nanaimo.  This one day event will include, but not be limited to, live entertainment in a ‘festival’ format, a community parade and fireworks.

The primary objectives of the Nanaimo Heritage Days Festival are to:

  • Offer the community an opportunity to celebrate the City of Nanaimo and its diverse heritage and ethnic communities;
  • Create a festive multi-component community event for all ages to celebrate the May long weekend;
  • Highlight the culture of Nanaimo with emphasis on community spirit and pride of place;
  • Increase visitation to Nanaimo and foot traffic downtown;
  • Utilize public space.

Scope of Work

Proposals should address all of the requirements listed below. If a proponent cannot meet a requirement or satisfy a restriction, the proposal should identify an alternative approach to the issue. The work to be completed under this Request for Quote includes, but may not be limited to, the following:
  • Take place on Sunday May 17, 2015;
  • Comply with all applicable Municipal and Provincial Codes, Regulations, guidelines;
  • Establish a site map, load-in and load-out plan;
  • Obtain and organize all special event permits and insurance requirements necessary;
  • Liaise with Nanaimo RCMP to ensure safety and security requirements are met. Organize additional safety requirements as necessary;
  • Organize road closures and all necessary notices to residential and commercial property;
  • Liaise with the City of Nanaimo Public Works and organize additional trash and recycling receptacles including disposal for event;
  • Organize on street parking closure;
  • Liaise with third party marshalling of parade;
  • Solicit Parade participation;
  • Organize additional portable washroom facilities necessary;
  • Coordinate with third party for fireworks display and management;
  • Organize food and other third party vendors;
  • Call out for performers and entertainers.Organization of a ‘festival’ style presentation on Diana Krall Plaza including technical support and complete site management;
  • Create and manage a volunteer plan;
  • Onsite management including set-up, strike and clean-up of event.
Event Budget

The following is a list of desired qualifications, abilities, knowledge and experience:
  • At least 5 years relevant event planning experience;
  • track record of successfully completing similar events.
  • Community knowledge;
  • References


All communications regarding this RFQ shall be directed to Corry Hostetter, Executive Director, DNBIA via email, or telephone, 250-754-8141.

Submissions Information

Hard Copy:
Corry Hostetter, Executive Director
        Downtown Nanaimo Business Improvement Association
        A10 Victoria Crescent
        Nanaimo, BC, V9R 5B8



1 comment:

  1. submitted by Janet Irvine -

    On Wednesday, March 4th, Nanaimo Heritage Days posted its official press release on its Nanaimo Heritage Days FB page, advising that the “parade and fireworks” will be held on May 25th.

    After advising NHD that Monday, May 25th was NOT a holiday, NHD then posted to FB that the event will take place on May 18th (the Victoria Day statutory holiday on Monday). Now I see, that the DNBIA’s “Request for Quotation” states that the one day event will take place on Sunday May 17, 2015! Which is it folks? Need some help?!!


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