Calgarys nexttopeventplanner


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Calgarys nexttopeventplanner

  1. 1. Calgary’s Next Top Event Planner - An event planning competition to engage event planning/marketing students - Creation of entire campaign - All design and promotion involved - Mentoring winners and seeing through of event Logo: Submission package on following pages
  2. 2. In support of the Mustard Seed SUBMISSION PACKAGECalgary’s Next Top Event Planner is a competition aimed at giving individuals the opportunity tocreate, plan and execute a fundraising event for one of Canada’s leading non-profitorganizations.. Open to everyone, the competition will provide a challenging, rewarding andhands-on experience for ambitious, creative and organized individuals wanting to make adifference! We will be providing the winner with the opportunity to actually plan and run theevent for The Mustard Seed. Are you Calgary’s Next Top Event Planner? Submit your detailedevent plan and find out!The winner will get to complete their event, with the Mustard Seed providing all capital cost. Thewinner will also be announced via a news release with photo op. Finally, the winner will also befeatured in The Mustard Seed’s newsletter.Deadline for submissions is Dec 1st, with the winner being announced Dec 15th. Event planningwill commence directly after with the event happening between April 1 and June 30, 2010.Please submit your completed packages to Sarah at Questionscan also be answered by Sarah at (403) 269-1319.1 | P a g e                                                                                             w w w . t h e s e e d . c a / e v e n t   
  3. 3. TABLE OF CONTENTS:PAGE 2: TERMS OF REFERENCEPAGE 3: MUSTARD SEED INFORMATIONPAGE 4: SUBMISSION INFORMTIONPAGE 5: SUBMISSION FORM2 | P a g e                                                                                             w w w . t h e s e e d . c a / e v e n t   
  4. 4. TERMS OF REFERENCE1. By submitting an event plan, contestants grant The Mustard Seed the right to use any portionof their event plan, in whole or in part, at any point in the future.2. This is strictly a contest and is not permission by The Mustard Seed to use The MustardSeed’s name in a third-party fundraiser. If contestants are not selected as the winner and wouldstill like to hold an event, please contact The Mustard Seed at 403-269-1319 to receive formalpermission.3. Entries must be submitted by 11:59 pm, MST, on November 30, 2009. Entries received afterthe closing time will not be accepted. Any entry that does not contain all required information willnot be considered.4. The winners will be selected by a committee. The winner will be contacted by telephonebetween 9:00 am and 4:00 pm on December 15, 2009. It is the responsibility of the entrant toensure they can be contacted during that period at the telephone number provided. If theselected winner is cannot be reached after reasonable attempts, The Mustard Seed reservesthe right to offer the prize to another contestant.5. Event plans are expected to be carried out by contestants on a volunteer basis. Nocompensation will be provided by The Mustard Seed for any services rendered during theplanning or execution of the event.7. In the case of event attendance, if there is an age restriction, the winner is responsible forensuring ticket holders have the minimum age required to attend the event.8. Event organizers are responsible for ensuring all applicable laws are followed.9. The Mustard Seeds decision as to the winner is final.10. The Mustard Seed reserves the right to: (i) disqualify any entries that breach these rules orare in any way fraudulent; (ii) cancel the competition at any stage, if deemed necessary, or ifcircumstances arise outside The Mustard Seed’s control; (iii) break all contact or affiliation withcontestants and/or winner if any behaviour arises that may impugn The Mustard Seed’s goodstanding in the community.11. There can only be one entry per contestant.12. The Mustard Seed will only ever use personal details for the purposes of administering thiscompetition, and will not publish them or provide them to anyone without written permission.13. Mustard Seed Staff and their immediate family members are ineligible for this competition.3 | P a g e                                                                                             w w w . t h e s e e d . c a / e v e n t   
  5. 5. ABOUT THE MUSTARD SEEDFor nearly 25 years, The Mustard Seed has worked to foster meaningful, lifelong change in thelives of Calgarys homeless. Together with our community, we care for the most essential andurgent needs of the homeless with food, clothing and shelter, while also providing the tools,training and community needed to help our guests rebuild broken lives and ultimately, realizethe dream of a better future.At The Mustard Seed, it is our sincere belief that it is the role of every citizen to care for oneanother. We are committed to remaining a Christian organization that respondscompassionately to the inner city’s less fortunate through mobilizing and working with thechurch and the community. Every year The Mustard Seed sees over 10,000 volunteers comethrough our doors. The services these volunteers provide would take over 70 full time staff toaccomplish. We firmly believe in the integration of volunteers into every level and department ofthe organization, and in truly connecting those who need help with those who can provide such.Furthermore, we are constantly reaching beyond our physical and geographical boundaries toprovide care, services, training and support to others in our province, country and even aroundthe world. Our four ministry centres across Alberta allow us to carry out our mission of providingcompassionate care to the homeless. Please visit to become familiar with ourministry centres and the services we provide.We strive to be a trusted, competent organization addressing the issues of homelessness frommultiple angles. Not only do we address the immediate needs of emergency shelter and food,but provide long term assistance and educational programs that will give our guests the helpthey need to make positive and permanent changes in their lives.4 | P a g e                                                                                             w w w . t h e s e e d . c a / e v e n t   
  6. 6. SUBMISSION INFORMTIONYour submission should include all of the following components.Event concept: Please provide a brief overview of your event.Sponsorship: Sponsorship is an important aspect in fundraising events. Please detail who youwould approach for sponsorship, along with what recognition you could offer sponsors, (i.e. logoplacement on materials, special mention during ceremonies, etc.)Please also list any additional fundraising activities that your event could include, (i.e. raffles,silent auction, etc.)Marketing: Please provide a detailed media and marketing plan, (i.e. Target audience, mediaactivities, etc.)Please also include any media sponsors that you feel fit with your audience and event.Budget: You must submit a complete budget. This will require obtaining quotes and solicitingfeedback from vendors. Please be sure to approximate all possible revenue streams includingadditional fundraising components such as 50/50 draws or silent auctions.Volunteer plan: Please explain how your event is in line with the Mustard Seed’s goal tomobilize volunteers.Logistics plan and timelines: Please provide a detailed and comprehensive event plan andtimelines chart. Include all contingency plans and logistical details.Please mail your package toSarah McKenzieThe Mustard Seed102 11 Ave SECalgary, AB T2G 0X5Or email to sarahmckenzie@theseed.ca5 | P a g e                                                                                             w w w . t h e s e e d . c a / e v e n t   
  7. 7. SUBMISSION FORM Please include this with your event planNAME ______________________________________________PHONE NUMBER ___________________EMAIL _________________HOW DID YOU HEAR ABOUT THE COMPETITION? ___________ARE YOU A STUDENT? SCHOOL ___________________________________________ PROGRAM NAME ____________________________________ORGANIZATION/COMPANY NAME ___________________________6 | P a g e                                                                                             w w w . t h e s e e d . c a / e v e n t   
  8. 8. -1- SERVICES AGREEMENT THIS AGREEMENT made as of the ____ day of _________ 20___.BETWEEN: The Mustard Seed., a registered charity, pursuant to the laws of the Province of Alberta, and maintaining an office at 102-11 Ave. SE, Calgary, AB (hereinafter called “the Purchaser") OF THE FIRST PART - and –Kayla Thompson and Lauren Eresman, independent contractor, pursuant to the laws of theProvince of Alberta, and maintaining a home based office at 65 Everoak Close SW, Calgary, AB,(hereinafter called “the Consultant") OF THE SECOND PART WHEREAS the Consultant agrees to provide event management services for thePurchaser all as set out in Schedule "A" (the "Services"); and WHEREAS the Purchaser desires to engage the Consultant to provide theServices on the terms and conditions contained in this Agreement; and WHEREAS the Consultant and the Purchaser have agreed to take all steps asmay be necessary and to do everything in their power to give effect to the transactionscontemplated by this Agreement. NOW THEREFORE THIS AGREEMENT WITNESSES that in consideration ofthe mutual covenants and agreements contained herein and other good and valuableconsideration (the receipt and sufficiency of which is hereby acknowledged by the partieshereto) the parties covenant and agree as follows:1. Recitations1.1 The recitations, preamble and any schedules to this Agreement are true andcorrect and form an integral part hereof.2. Effective Date2.1 The effective date of this Agreement (referred to in this Agreement as the"Effective Date") shall be the date appearing at the top of the first page of this Agreement.3. Term
  9. 9. -2-3.1 This Agreement shall be for a period of approximately six months commencingon the Effective Date.4. Services4.1 The Consultant is hereby engaged by the Purchaser during the term of thisAgreement to provide the Services. The Services shall be performed according to the timeschedule established and Reports in the form specified in Schedule “A” shall be provided to thePurchaser by the Consultant.5. Purchase Price5.1 The fees for the Services are attached hereto as Schedule "B". The Purchaseracknowledges to pay the fees (the "Fees") provided described in Schedule "B" of thisagreement for all services.6. Termination6.1 During the term of this Agreement, this Agreement may only be terminated in thefollowing manner in the specified circumstances: (i) by the Consultant, with 7 working days notice, for cause which, without limiting the generality of the foregoing, shall include: (a) failure of the Purchaser to pay the Fee or additional charges as due; and (b) the bankruptcy of the Purchaser; and (c) the Consultant can no longer perform the services for reason including but not limited to illness and time constraints; and (d) any material breach by the Purchaser of the confidentiality provisions of Section 7. (ii) by the Purchaser, with 7 working days notice, for cause which, without limiting the generality of the foregoing, shall include: (a) if there is a repeated and demonstrable failure (whether intentional, inadvertent, negligent or otherwise) on the part of the Consultant to perform the Services in a competent manner and where the Purchaser has provided notice of a complaint in accordance with Schedule A; and (b) Material breach by the Consultant of the confidentiality provisions of Section 7; and (c) the Services are no longer needed by the Purchaser for any reason including but not limited to insufficient funding.
  10. 10. -3-7. Confidentiality7.1 The Consultant acknowledges and agrees that in the course of providing theServices referred to in this Agreement, the Purchaser or others will furnish to the Consultant, orthe Purchaser will develop, information which is strictly confidential, not publicly known, hasvalue from not being publicly known, and is subject to efforts by the Purchaser to maintain itsconfidentiality. All such information and the documents or records containing the informationfurnished to or received by the Consultant, together with any and all analyses, compilations,studies or other documents prepared or received by the Consultant shall be kept confidentialand the Consultant shall refrain from using or disclosing, directly or indirectly, any of theinformation for any purpose other than performing the Services.7.2 The Consultant acknowledges and agrees that in the course of providing theServices referred to in this Agreement, the Consultant may be aware of certain informationconcerning the Purchaser, including communication plans and marketing techniques or otherinformation which is strictly confidential, not publicly known, has value from not being publiclyknown, and is subject to efforts by the Consultant to maintain its confidentiality. All suchinformation furnished to or received by the Purchaser shall be kept confidential and theConsultant shall refrain from using or disclosing, directly or indirectly, any of the informationregarding the Purchaser’s data gathering or interpretative techniques, except as required toenable the Consultant to make use of information received from, or recommendations made bythe Purchaser, as part of the services.8. General Matters8.1 This Agreement shall ensure to the benefit of and be binding upon the partieshereto and their respective permitted assigns and successors.8.2 Wherever the singular or masculine is used herein, the same shall be construedas meaning the plural or the feminine (or neuter in a case not involving an individual), whereverthe context so requires.8.3 This Agreement, including any Schedules hereto, together with any agreementsand other documents to be delivered in conjunction herewith, constitutes the entire agreementbetween the parties pertaining to the subject matter hereof and supersedes all prioragreements, understandings, negotiations and discussions, whether oral or written, of theparties and there are no warranties, representations or other agreements between the parties inconnection with the subject matter hereof except as specifically set forth herein and therein. Nosupplement, modification, waiver or termination of this Agreement shall be binding unlessexecuted in writing by the party to be bound thereby. No waiver of any of the provisions of thisAgreement shall be deemed or shall constitute a waiver of any other provisions (whether or notsimilar) nor shall such waiver constitute a continuing waiver unless otherwise expresslyprovided.
  11. 11. -4-8.4 The paragraph headings contained herein are included solely for convenience,and are not intended to be full or accurate descriptions of the contents thereof and shall not beconsidered part of this Agreement.8.5 Any notice, request, waiver, direction or other document required pursuant to thisAgreement shall be directed to:In the case of the Consultant, be to:Kayla Thompson and Lauren Eresman The Mustard Seed65 Everoak Close SW Sarah McKenzieCalgary, AB T2Y 0C3 102-11 Ave. SEPhone: 403-968-4405 Calgary, AB T2G 0X5Email: Phone: 403-269-1319 Fax: 403-237-5296 Email: sarahmckenzie@theseed.caIn the case of the Purchaser, be to:8.6 If any term, covenant or condition of this Agreement or the application thereof toany person or circumstance shall to any extent be invalid or unenforceable, then, with respect tothe remainder of this Agreement, the application of such term, covenant or condition to personsor circumstances other than those to which it is held invalid or unenforceable, shall not beaffected thereby and each term, covenant or condition of this Agreement shall be valid andenforced to the fullest extent permitted by law.8.7 This Agreement shall be interpreted and construed in accordance with the lawsof the Province of Alberta.8.8 Time shall be of the essence of this Agreement.
  12. 12. -5-IN WITNESS WHEREOF the parties hereto have duly executed this Agreement. The Mustard Seed Kayla Thompson Per: _______________________________ Per: _______________________________ Name: _____________________________ Name: _____________________________ Witness Witness Per: _______________________________ Per: _______________________________ Name: _____________________________ Name: _____________________________ Lauren Eresman Per: _______________________________ Name: _____________________________ Witness Per: _______________________________ Name: _____________________________
  13. 13. SCHEDULE "A"The ‘Service’The Service is designed around the execution of “So You Think You Can Dance For A ReallyLong Time?”, offered by the Consultant. The Consultant’s duties include, but are not limited tosoliciting donations and sponsorship for charitable clients, recruiting participants and volunteersfor events, event marketing, coordinating venue logistics, securing event related supplies andmaterials, and special event related tasks for the Purchaser. The Consultant is responsible forworking directly with The Mustard Seed on all media relations. SCHEDULE "B"The ‘Fees’The Purchaser agrees to pay the Consultant for costs included in the event. Costs include butare not limited to administrative supplies, venue rental, equipment rental and printing andmailing costs.
  14. 14. Dancers leap, pirouette and tap their way tohelping Calgary’s homeless Volunteers organize fundraiser to give back to community Lauren and Kayla raised over $4,000 in support of The Mustard Seed through their unique Dance-a-thon fundraiser.Lauren Eresman and Kayla this summer and raised over “If you have a passion for theThompson are aspiring event $4000 to benefit The Mustard cause, then you’ll enjoy theplanners and big fans of Seed. time you put into seeing thethe popular dance–themed event come to fruition.”television show, So You Think Participants collected pledgesYou Can Dance. When they for the time they were able to Each year it takes thelearned that The Mustard Seed keep moving. Additionally, creative efforts of thousandswas holding an event planning dance lessons and performances of volunteers like Kayla andcompetition, they jumped at the by Calgary dance troupes Lauren to help keep ouropportunity. kept participants energized life–changing programs running. throughout the day. The event Do you have a great idea toLauren and Kayla came up earned coverage from Vibe 98.5 support The Mustard Seed?with the idea to hold a unique and City competition: So You We would love to hear fromThink You Can Dance for a The girls were happy to plan you. Contact us atReally Long Time. The event an event for such a worthwhile 403–269–1319 or visit uswas held at Eau Claire Market cause, and offer the following at advice to other aspiring Fundraising.html. fundraisers: 6 • The Mustard Seed