Event Project Manager

5 days ago


Toronto ON, Canada Women in Communications & Technology Full time

Request for Proposal (RFP) for Event Planning Services WCT Annual Leadership Excellence Awards Gala – April 24, 2025

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
Downtown Toronto (Venue secured)
Industry leaders, award nominees, corporate sponsors, VIPs, WCT members, and other stakeholders.

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.

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.

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.
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:
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.


2 - CV or Event Planner Brochure :
~ Include a CV or an event planner brochure showcasing your experience and/or relevant projects.


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.
Testimonials from previous clients or relevant projects.

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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