Request for Proposals RFP: Event Planner

Medford Pride 2024

 

Project Compensation up to $7,500

Contractor to invoice SO Health-E twice monthly at an hourly rate of $30 per hour. Contract not to exceed a total of $7,500.

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Project Description

SO Health-E is seeking proposals from qualified organizations or individuals to provide professional event planning services for our annual community event, Medford Pride 2024 in downtown Medford, Oregon on Saturday, June 22nd. 

 

The consultant will support the Medford Pride Planning Committee, working alongside our Medford Pride Committee Co-Chairs and SO Health-E staff to deliver a successful event.

 

Our ideal consultant will be connected to the local community, organized, dynamic, detail-oriented, and committed to intersectional racial equity and LGBTQIA+ liberation.

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Scope of Work

The consultant will serve as a main point of contact for event vendors, performers, and sponsors, as well as for the City of Medford Parks Department. The consultant will work to ensure the goals of the community-led planning committee are met, the contract with the City of Medford Parks Department is implemented, and all logistics run smoothly and within budget to ensure a safe, fun Pride experience for the Southern Oregon Community.

 

Tasks and responsibilities will include:  

• Managing vendor registration and vendor customer service

• Managing performer stage lineup 

• Ensuring ADA and language accessibility at the event 

• Planning vendor layout and event map (in partnership with committee co-chairs) 

• Working with the planning committee to ensure volunteer management plan in place for day of, including set up/take down

• Tasks and responsibilities will include:Oversee the purchasing of supplies and equipment for the event, such as port-a-potties, fencing, trash/recycling bins, tables, chairs, canopies, etc., as needed.

• Managing lodging and travel for out-of-town performers/vendors 

• Working with the planning committee to ensure safety plan in place for the day of the event

• Organizing and supporting sub-committee meetings as needed

• Other tasks as identified by the planning committee and/or SO Health-E staff to ensure a smooth, fun, safe pride event

 

The consultant will be expected to join hour and a half long planning team meetings every other week through the month of June, and meet periodically with the Pride Committee co-chairs and/or SO Health-E staff.

 

Medford Pride 2024 is taking place at the Commons, 412 Pear Blossom Blocks in Downtown Medford, Oregon on Saturday, June 22nd. The consultant will be expected to be onsite for set up Friday, June 21st, and all day for the event on Saturday June 22nd. This will be the third annual Medford Pride event. The expected attendance is 2,000+ people.  

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Click here to download a detailed scope of work for this contract.

 

About Medford Pride and SO Health-E

Medford Pride is an inclusive, family friendly, antiracist, and trans affirming community-led event. Planned by community members with administrative support from SO Health-E.

The event is organized by the LGBTQ+ Equity Workgroup, a community-led, cross sector workgroup hosted by SO Health-E, the Southern Oregon Health Equity Coalition. The work group works to promote unity, inclusion, awareness and a sense of broad community for Queer individuals, families, and allies.

 

Medford Pride Mission Statement

The goal of Medford Pride is to celebrate the diversity of the local Queer community and the people who support and uplift us.

We strive to create a space for cultural, artistic, social and educational interactions which affirm, embrace, and support the lives of those in our Queer community, particularly those who continue to face oppression based on other intersecting identities. This celebration is meant to motivate, develop, support and give a voice to the Queer community and the next generation of leaders who are working to build a more inclusive, accepting, and equitable tomorrow.

 

Funding for Medford Pride

The event is funded through sponsorships from local organizations and businesses, and through booth fees from for profit and nonprofit vendors.

Learn more: https://linktr.ee/medfordpride

 

SO Health-E was founded in 2014 as the Southern Oregon Regional Health Equity Coalition, one of ten regional equity coalitions around the state supported by the Oregon Health Authority's Office of Equity and Inclusion.

 

SO Health-E serves Jackson and Josephine Counties by addressing health disparities for underrepresented populations including people of color, LGBTQ+ community members, people living with disabilities, and low-income community members.

 

How to Apply

Send a cover letter and resume to the following email: connect@sohealthe.org

Explore the SO Health-E website: sohealthe.org to find more information on who we are. 

 

To be considered, your cover letter should reflect the minimum qualifications of demonstrated knowledge of equity and/or lived experienced and ability to build on that.* Our work is all about equity and anti-racism practices that center community, we believe a strong candidate will find alignment in this work, as well as a great addition to our team. 

 

Position closes January 15th, 2024.

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A note to potential candidates:

Studies have shown that women, trans, non-binary, and Black, Indigenous, and people of color (BIPOC) people are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. 

 

We are committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. That candidate may be one who comes from a background less traditional to our field of work, and that’s welcome. We would strongly encourage you to apply, even if you don't believe you meet every one of the qualifications described.

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