Independent Event Contractor Call-Out

The City of Chilliwack is seeking an independent contractor to coordinate the City of Chilliwack Canada Day Celebrations.

The successful proponent of this call-out will agree to accept this responsibility and provide the following services to the City:

1.1. Oversee the coordination of all aspects of the July 1, 2018, City of Chilliwack Canada Day Celebration, which includes, but is not limited to: coordination and supervision of daytime and evening interactive activities to include but not be limited to food trucks, vendors, community group participation (on event site and in other areas such as the Leisure Centres) , a diverse level of daytime and evening stage entertainment, chairing the host committee, promotions, budget preparation, volunteer appreciation, work with the Recreation and Culture department on protocol matters, coordinate print and radio advertisements and working with strategic partners to leverage social media and sponsorship considerations. (Click here for an example of the timeline from the 2017 Canada Day Celebration.)

1.2. Provide the City of Chilliwack, via the Recreation and Culture department, with situation reports on the following dates: February 15, March 1, April 5, May 3, June 7, June 21, and a summary report no later than July 20, 2018.

1.3. Submit any revenue generated through sponsorship to the City of Chilliwack, who will act as the financial controller for the City of Chilliwack Canada Day Celebrations.

1.4. Ensure all invoices for services rendered in the undertaking of the City of Chilliwack Canada Day Celebrations are submitted to the City of Chilliwack for processing.

1.5. Provide the City with as much time as is reasonably required to effectively support, deliver and maintain the program.

1.6. This is not an exclusive arrangement and the Contractor is permitted to provide similar services to other organizations, under the condition that the goals and objectives of the City are maintained. However, the Contractor must ensure that any possible conflicts of interest between the City and any other organizations or agencies are avoided.

1.7. The successful proponent will be insured for general liability in the amount of $5,000,000 and will provide a copy of a certificate that lists the City of Chilliwack as additionally insured.

For the purpose of this call-out, the proponent is to provide an overview of their proposed Canada Day Celebration, an outline of experience in event planning along with a reference and the fee they are requesting for their service.

All enquiries in regards to this call-out can be directed to:

Carol Marleau
Manager of Leisure Development
City of Chilliwack

Proposals must be received by Carol Marleau no later than 4:00 pm, Friday, January 5, 2018. No proposals will be accepted after that time.

Personal information is collected for the administration of City of Chilliwack programs and services only, as authorized under Section 26 of the Freedom of Information and Protection of Privacy Act. The City of Chilliwack does not use or disclose personal information for purposes other than that for which it is collected or a use consistent with that purpose, or with the consent of the individual whom the information is about, or otherwise in accordance with law. The City of Chilliwack retains personal information only as long as necessary for the purposes of the specified program or service and as required by law.