Green Gala Event Planner (Request for Proposal – Contract Opportunity)

The Ohio Environmental Council seeks an event planner for the Green Gala, scheduled for May 17th at the Columbus Zoo & Aquarium. Responsibilities include event coordination, vendor and volunteer management, entertainment sourcing, and silent auction support. The budget for the contract is $7,500. Candidates should submit a resume and portfolio by January 7. The position is full-time and does not require a degree.
PROJECT OVERVIEW

The Ohio Environmental Council (OEC) seeks a talented individual or team to develop and execute an impactful signature event, the Green Gala, to raise awareness of and funds for our organization. The OEC’s 2025 Green Gala event should align with the organization’s message and brand and raise $100,000 in revenue. The event is scheduled to occur on May 17th at the Columbus Zoo & Aquarium.

SCOPE OF WORK

Event management, including:
• Event timeline management and overall event coordination
• Lead at least 2 internal event planning meetings per month, with potential additional meetings closer to the event
• Provide week-of and day-of support, including set-up and clean-up coordination in office and on-site

Vendor and volunteer management, including:
• Support venue coordination, with OEC leading as primary point of contact
• Serve as primary point of contact with vendors through collecting deliverables
• Lead menu creation and bar selections
• Lead volunteer management including:
• Assign volunteer tasks (to be created by the OEC)
• Communicate event needs on behalf of the OEC
• Schedule a volunteer orientation meeting (mutually agreed upon evening or weekend to accommodate largest number of volunteer schedules)
• Collect volunteer feedback after event
• Entertainment management, including:
• Brainstorm entertainment ideas with OEC staff
• Source and negotiate contracts for live entertainment and activities
• Silent Auction support:
• Update OEC collateral for use in soliciting auction items
• Lead execution of mailed auction solicitation
• Lead follow up to auction prospects and past auction donors
• Record silent auction donations
• Combine items into attractive packages
• Create package descriptions for inclusion in program
• Create silent auction bid sheets
• Set up auction display on day of event
• Support registration and auction platform research

PROPOSED BUDGET

The OEC has budgeted $7,500 for a contractor to complete this scope of work.

APPLICATION PROCESS

Interested candidates should submit a resume and portfolio of work demonstrating ability to accomplish the scope of work to Annaisa Rocca, arocca@theoec.org, by January 7. Submissions after that date will be reviewed on a rolling basis.

If you are selected, you will work in coordination with the OEC’s Events Coordinator to agree upon the final elements of the scope of work as a result of collaborative discussions prior to signing a contract.

The Ohio Environmental Council is committed to equitable treatment and opportunity in its relation with consultants and potential consultants. As such, we encourage proposal submissions from organizations and individuals who represent diverse communities.

To learn more about the Ohio Environmental Council, please visit: https://www.theoec.org.