Christmas on the Peninsula

Help needed

The Christmas on the Peninsula Society is seeking an

Events Coordinator/Fundraiser

Our mission: To provide a first-class Christmas Festival on the Semiahmoo Peninsula for visitors and local communities, to gather together to hear and see the Christmas Story unfold.

 Our goal: To have a Christmas Parade, Christmas Village and Christmas Entertainment in a beautiful setting, and to promote special Christmas events all around the Peninsula at the beginning of each Christmas Season.

Scope of Services: To Initiate, Implement and coordinate fundraising, including fundraising events. Keep financial and other documents up to date and promote events and the COTP society.

Administration

  • Attend Board of Directors meetings
  • Ensure stakeholders’ including volunteers’ information is accurately recorded and up to date
  • Maintain and if needed implement new systems and procedures

Financial

  • Meet financial targets as established by the Board of Directors in the yearly budget
  • Keep financial documents up to date
  • Develop, monitor and evaluate a fundraising budget

Fundraising

  • Initiate, develop, implement, monitor and evaluate all activities related to fundraising including eventsand create initiatives to acquire new supporters
  • Organize and hold at least one special event with the goal to raise $10,000 through this and other fundraising activities.

Logistics

  • Maintain event supplies in storage areas in an orderly fashion according to inventory lists and map and organise transportation of supplies to and from these areas

Promotions

  • Promote the society and fund-raising events to prospective sponsors, participants, visitors and volunteers in local and near lying communities to include various forms of Social Media including Facebook, Instagram, our website as well as traditional forms of advertising

Volunteers

  • Retain existing volunteers by encouraging their return
  • Recruit and train new volunteers as needed

 Contractor experience and attributes

  • Experience in event planning/management or a related field.
  • Hands-on related experience and knowledge of fundraising in the non-profit sector
  • Demonstrated planning and organization skills
  • Ability to multitask and prioritize while being flexible to deadlines and pressure
  • Financial & budget management skills
  • Professional, personable, and comfortable interacting with event participants and attendees, donors, volunteers at all levels
  • Ability to manage a team
  • Experience recruiting and managing event volunteers
  • Proficient in MS Office Suite; adept social media user
  • Must be able to lift / move up to 40 lbs (18 kg)

Duration and fee for services: Anticipated to begin first week of April, this is a 5-months contract with a possibility for ongoing contracts. The fee for this part time contract will be $5,000 paid in 5 equal instalments upon monthly progress reports and invoices. There is a possibility for a bonus should the funds raised exceed the goal of $10 000.

Deadline for response: Please send resume and letter demonstrating how your experience relates to our requirements before March 13th to Liv Butow, President Christmas on the Peninsula Society, via email to liv@butow.com

We thank all who apply and advise that only those selected for further consideration will be contacted.

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Volunteers needed for the Christmas on the Peninsula Festival

3 weeks before the Festival:

Poster distributors: 2 volunteers @ 2 hours each distributing posters to businesses and organizations on the Semiahmoo Peninsula.

6 days before the Festival + Sunday after the Festival:

10 teams of two people each (or one person?) @ 2 hours putting up/taking down lawn signs at street crossings at the Semiahmoo Peninsula Sunday, a week before the event and Sunday after the event.

1 week before the Festival + first Saturday in January:

10 volunteers @ 3 hours or less each putting up/taking down decorations in lobby, art room and presentation room at WR Community Centre.

1 day before the festival (set-up day Friday) 8 am – 10 am + Festival day 6pm – 8 pm:

7 volunteers to transport equipment from/to U-Lock, build frames + set up/take down of table and chairs or building/take down frames.

4 volunteers to do skirting to and put up decorations.

1 day before the festival (set–up day Friday) + First Saturday in January:

1 volunteer @ 1 hour assisting Set-up/takedown of nativity display in Lobby, White Rock Community Centre.

On Festival day Russell Mews North Barricades: Times: 7am – 9:30 am, 9:20 am – 12 noon, 12 noon – 2:30 pm, 2:30 pm -5 pm

4 teams of 1 – 2 people, each group volunteers 2 1/2 hour in the morning or afternoon, do Russell Mews Barricade manning, making sure no cars park on Miramar Village Plaza. Volunteers may sit in their cars and come out when somebody wants to drive through the barricade with their car.

On Festival Day 10 am – 11 am + 6 pm – 7 pm:

6 volunteers to put up/take down tents and decorate with garlands and red bows.

On Festival Day 3:30 pm– 4:20 pm:

8 new marshals to team up with eight experienced marshals to do traffic control on the Christmas Parade route.

As soon as possible: Carolling groups singing on Johnston Road/Five Corners:

8 groups @ 3-6 people singing at/outside various events venues 12 pm – 2 pm or 2 pm – 4 pm. Just love for singing is required and lots of breaks taken going from place to place. A shuttle bus is used for transport to and from Five Corners.

Contacts:

Poster distribution, lawn signs – please contact Glen Rabuka  @ 604-541-2806 or by email glrabuka@gmail.com

Christmas Parade Marshalls, Russell Mews Barricade manning, transporting, set-up and take-down etc.  Entries in the Christmas parade, carolling, putting up/taking down decorations, skirting Please contact Liv Butow at 604-542-3776 or by email liv@butow.com