Call for proposals: Event and Sponsorship Coordination

Established in 1990, Georgia Strait Alliance (GSA) is to promote the sustainability of the Strait of Georgia, Canada’s most at-risk environment, its adjoining waters and communities.  GSA is committed to a future for our region that includes clean water and air, healthy wild salmon runs, rich marine life and natural areas, and sustainable communities.  We currently have over 15,000 members and supporters who work collectively to address root causes of threats to the Strait and find solutions that protect it. Our main office is in Nanaimo with a program office located in Vancouver.

This is a call for proposal for the successful planning and delivery of two events: the Vancouver Festival of Ocean Films and Water’s Edge Day and support for other GSA donor cultivation events as required.

Total contract value: $9000

Contract period: March 2017 – October 15, 2017

Reporting to: Executive Director


  • Vancouver Festival of Ocean Films (June 4, 2017)
    • Film selection
      • Coordinate with Selection Committee on final film list
      • Communicate/coordinate with filmmakers leading up to Festival
    • Ticketing
      • Set up systems, manage process and engage with ticket buyers
    • Pre-Festival coordination
      • Manage all logistics with Vancity Theatre
      • Lead sponsorship efforts, securing financial and in-kind support from partners
      • Coordinate with sponsors and partners for day of activities
      • Coordinate volunteers
      • Work with GSA Communications Team to promote festival
    • Day of Festival
      • Manage all logistics on site
    • Pre-Festival events
      • Coordinate, if necessary
  • Water’s Edge Day event (October 2017 date TBD)
    • Update and expand existing work plan for the 2017 event
    • Identify and confirm activities and partners for the event; support partners
    • Recruit, train and coordinate volunteers
    • Coordinate partners, tour operators and day of event activities
    • Manage all logistics in advance and on the day of the event
    • Lead sponsorship efforts and secure financial and in-kind support from partners
    • Work with GSA Communications Team to promote event
  • Donor cultivation events (spring and fall)
    • Liaise with location management
    • Organize logistics such as food and drink catering
    • Liaise wth GSA senior management on other logistics

Skills and experience

  • Extensive experience planning and leading the coordination of events (including sponsor relations)
  • Preference will be given to contractors/teams with experience working on the coordination of film festivals or screenings, theatre and/or arts & culture presentation events
  • 3-5 years experience working on public engagement, fundraising or advocacy campaigns, in a non-profit setting considered an asset
  • Efficient and detail-oriented, with excellent coordination, project management, time and budget management and organizational skills
  • Strong written and verbal communications skills e.g. comfortable making written/phone pitches for support/sponsorship, and engaging the public face to face
  • Excellent social media skills and prior experience using social media for the promotion campaigns or events. A strong personal online social network, and willingness to leverage it for this contract, is an asset
  • Diplomatic; calm under pressure and working on short timelines
  • Flexible schedule and ability to work evenings and weekends when required
  • Comfortable working both independently and remotely, and within a team environment
  • Passion for the values and work of Georgia Strait Alliance

The contractor will need to work from their home office, have access to a computer and smartphone.  Access to a vehicle a strong asset.

Proposals should include the following:

  • An overview of how the contractor would approach meeting the deliverables
  • A general estimate of how the contractor/team would propose to spend time available with in the budget
  • Hourly rate(s) for contractor(s) working on contract
  • Name(s) and bio(s) of contractor(s) working on contract
  • Examples of relevant previous individual/team work experience and/or contracts on events of a similar nature
  • Three references (relevant past employers/clients)

Deadline for proposals: Proposals will be considered as they are received, please apply at your earliest convenience but no later than March 26 at 11:59pm.

Please email your proposal to  Only those contractors selected for interviews will be contacted.