RFP - Event Planner

3 days ago

Toronto, Canada Women in Communications & Technology Full time

Request for Proposal (RFP) for Event Planning Services

WCT Annual Leadership Excellence Awards Gala – April 24, 2025


Note: only applicants that email an RFP to info@wct-fct.com will be shortlisted. Please see requirements at the bottom of this posting.


Organization Overview:

Women in Communications and Technology (WCT) is Canada’s leading organization focused on advancing women in digitally driven workplaces. For over 30 years, WCT has empowered women through mentorship, skills development, and leadership opportunities, while helping organizations build more inclusive, gender-diverse workforces.


The WCT Awards Gala is a prestigious event that celebrates outstanding women and organizations advancing gender diversity in the workplace. It is attended by industry leaders, award nominees, corporate sponsors, VIPs, and other key stakeholders.


WCT seeks an experienced event planner based in the Greater Toronto Area to manage the final coordination and execution of the WCT Annual Awards Gala. While the planner will work primarily remotely, they will be expected to attend key in-person meetings and manage event day logistics on-site in Toronto.


Event Overview:

  • Event Name: WCT Annual Awards Gala
  • Date: Thursday, April 24, 2025
  • Time: 5:00 PM - 10:00 PM
  • Location: Downtown Toronto (Venue secured)
  • Expected Attendance: 250 people
  • Audience: Industry leaders, award nominees, corporate sponsors, VIPs, WCT members, and other stakeholders.


Scope of Work:

The WCT team has run the Gala in-house for over a decade. The team has a clear project plan and many of the typical event management tasks will be handled by our team including venue coordination, AV and design, development of the program, scriptwriting, marketing and sales. 


WCT is seeking to free up capacity for its internal team by finding an event planner that can oversee the event-day logistics as well as key preparation leading up to the event, particularly stakeholder management.


Please note: WCT uses Asana and will expect the Event Planner to collaborate with the team with this easy-to-use tool. WCT will provide training if necessary.


Key Responsibilities:

1 - Pre-Event Coordination (Starting February 1, 2025):

  • Collaboration with WCT Team: The planner will work closely with the WCT team, coordinating with internal staff on event details and ensuring the timeline is followed.
  • Detailed Project Plan: A project plan with a detailed timeline has already been developed. The event planner will be expected to follow and update this plan as necessary, ensuring all tasks are completed on time.
  • Volunteer Management: Coordinate and brief volunteers, assign roles, and ensure the smooth operation of all volunteer-driven tasks.
  • VIP Coordination: Ensure proper management of VIP invites, seating arrangements, and access to the VIP lounge.
  • Presenter Coordination: Ensure proper management of all on-stage presentations including presenting parties and individuals.
  • Finalize Event Details: Work with the team to confirm event details, finalize schedules, and prepare materials.


2 - Week Before the Event:

  • Finalize last-minute logistics, supplies, and tasks.
  • Coordinate with WCT staff to ensure all materials, décor, and signage are ready for event day.


3 - Event Day (April 24, 2025):

  • On-site management of event logistics, volunteers, and staff.
  • Ensure smooth execution, from setup to the final moments of the event.


4 - Post-Event Activities:

  • Assist with a post-event review to identify successes and areas for improvement.


Proposal Requirements:

Note: WCT does not expect any unpaid work during the RFP process, and we value your time in preparing this proposal – as such, please limit any customized information to a half page maximum – a simple word document or information in an email is sufficient.


Please submit a proposal including the following:

1 - WCT-Specific Information (half page max):

  • Your approach to managing the WCT Annual Awards Gala and working with our team.
  • Your availability to begin work by February 1, 2025, and your ability to meet key deadlines.
  • Fee structure: Provide a clear breakdown of your fees and any additional costs for staffing, materials, or travel.

2 - CV or Event Planner Brochure:

  • Include a CV or an event planner brochure showcasing your experience and/or relevant projects.


Evaluation Criteria:

Proposals will be evaluated based on:

  • Experience and Reputation: Proven track record in organizing large-scale events.
  • Approach and Creativity: Ability to manage event logistics efficiently and work collaboratively with the WCT team.
  • Cost: Clear and competitive pricing.
  • References: Testimonials from previous clients or relevant projects.


Please submit your proposal by Monday, January 6, 2025 via email to info@wct-fct.com with the subject line: “RFP – Event Planner for Gala”


We look forward to receiving your proposal and working together to make the WCT Leadership Excellence Awards Gala a memorable and successful event.

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