Introduction

The following outlines the responsibilities that the contractor would oversee in association with Seattle Animal Shelter Foundations Raining Cats and Dogs Auction on October 14, 2017. This fundraising event hosts 250 guests for a seated buffet dinner and auction at Bell Harbor Event and Conference Center, with a silent auction and games preceding. Event planner would work in conjunction with board members and volunteer event committee to manage the event successfully, starting June 2017-October 2017.

Event Planning and Execution: Raining Cats and Dogs

 Event Planner would oversee and coordinate elements of event planning and execution to include the following elements:

Event Planning
 Event Planner to provide a multi-targeted event timeline.
 Event Planner to work with event committee and board members on meeting deadline dates for action items.
 Event Planner to provide new ideas and thoughts on procurement, program and fundraising efforts.
 Event Planner to lead committee meetings once a month, and provide necessary meeting reports to measure goals and progress working in conjunction with board of directors.
 Event Planner to manage auction item tracking, event registration, and volunteer management through the Greater Giving software program.
 Oversee and coordinate event materials to include copy and design for invite, catalog, menu, signage, auction display boards, etc.
 Event planner will manage contracted Day Of Coordinator, who oversees packaging and sequencing of auction items, coordinates gift certificates and certificate envelopes for check-out,
 Event planner to assist event committee efforts including meeting agenda, reports and follow up.

Procurement
 Event Planner to provide strategic analysis and recommendations for live and silent procurement based on reviewing historical data and current trends to meet goals for auction and target demographic.
 Event Planner to enter finalized items into Greater Giving software
 Event Planner to work with Auctioneer on live auction preparation.
 Event Planner to provide reporting templates for procurement to help measure goals and progress.

Production
 Event Planner to assist with proper event licenses.
 Event Planner to coordinate and oversee all event vendors, to include:
• Venue
• Catering (food & beverage)
• Audio / Visual • Entertainment
• Auctioneer
• Emcee/Reader
• Photographer
 Coordination of program participants: auctioneer, reader/emcee, and guest speakers.
• Event Planner to oversee and coordinate live auction production, to include:
• Coordinate video elements to include: slide and live event presentation
• Provide music bites for live auction items, if applicable
• Coordinate live auction models/volunteers/props, if applicable
 Coordinate with contracted service night-of check in and check out process
• Coordinate with Day Of Coordinator for registration support materials (auction display boards, bidder card, bidder envelopes, check-in reports, bid forms, bidder file folders, check-out reports)
• Event Planner to oversee and coordinate evening program, to include:
• Develop show schedule – evening program timeline
• Assist with the development of evening program script
• Develop production script for vendors
• Event Planner to oversee and coordinate with venue on event logistics: diagrams, timeline, and AV.

Decor
 Event Planner to work with event committee to assist with the execution of theme, staging and décor.

Event Execution
 Event Planner to work with SASF and Day Of Coordinator to oversee the event execution.
 Event Planner to oversee program timeline, including program participants and special performances.

Other
 Event Planner to provide consulting, to include: Serve as a consultant and address any questions re: procurement, raffle, event materials, event programming, event production and fundraising between June-October 2017.

SASF responsible for all event planning and execution including the following:
 Manage event budget
 Assist with committee meeting reports as it relates to audience development, sponsorship, guest lists and financials
 Oversee sponsor solicitation and fulfillment
 Assist with procurement of auction items and raffle prizes – request letters and donation forms
 Oversee and assist with auction item data entry, item descriptions and donor information
 Coordinate tracking, pick up, and labeling of auction items
 Coordinate event copy and promotions on website, including online registration
 Prepare and send table captain / sponsorship “invite” packets
 Coordinate mailing of invitation and catalogs/programs
 Coordinate email blasts to promote event and push registrations
 Recruit and coordinate volunteers for day-of and night-of volunteer jobs
 Enter registrations and coordinate table seating assignments
 Oversee sponsorship efforts
 Track and maintain table captain and sponsorship data and reporting
 Assist with evening program script
 Identify video participants and assist with video filming, if applicable
 Oversee financials to include processing payments for sponsorships, donations, and auction items
 Manage event budget to include payables, invoicing and outstanding receivables
 Reconcile post-auction before credit card processing
 Send thank you letters with donor receipts post-event
 Coordinate auction item (physical and non-physical) follow up post-event
 Coordinate and distribute post-event communication to guests

Contract Fee: Negotiable Range $10,000 – $14,000

Please email Whitney Allen at development@seattleanimalshelterfoundation.org with proposals or questions. Preference will be given to proposals received by May 26, 2017.

Download a PDF of this listing here.