Request for Proposal: Event Coordinator/ Sponsorship Acquisitions for 2023 Fall Festival

Issued by: St Catharines Downtown Association, 80 King St, Unit 14, St Catharines

Date of issue: February 24, 2023

Deadline for submitting proposals: March 17th, 2023

The St Catharines Downtown Association (SCDA) is seeking proposals for event management for their fall event. This is a contract position. 

Our RFP seeks interesting and qualified individuals who are committed to ensure the implementation and coordination of a fall event.

Candidates must be familiar with the busking community. The candidate will be responsible for set up and maintenance of the event. Physical labour will be required while the event is active. This includes assisting with deploying tents, tables, fencing, general items and infrastructure as needed to different areas of the footprint. Physical labour will be required at all hours the event is active throughout the duration of the event.

They will work closely with the SCDA Executive Director and Marketing Coordinator. 

Qualifications: We are seeking a proven individual with experience coordinating mid-scale events. The contractor should have extensive knowledge and experience with the busking (both performing and running shows) community. 

Financial Support: Amount we contribute for this event is $20,000 that is to cover all event costs and your payment. As such, you will need to obtain sponsorships to cover additional costs. Payment will be distributed in four installments. 


  • Obtain sponsorship 
  • Event is contingent on sponsorship being obtained 
  • Secure sponsorship by end of May 2023 

Proposal Requirements: 

  • A high level project timeframe, showing significant activities, milestones, budget proposals, and responsibilities 
  • A brief description of the individuals direct experience as it relates to this project, 
  • A list of current and former clients on similar projects or applicable references
  • Detail busking and sponsorship experience

Selection Process and Timeline For Decision Making: 

Date of issue: February 24, 2023

Deadline for submitting proposals: March 17th, 2023

Contract Awarded: March 23rd, 2023 

Event Coordination Objectives: 

  • To deliver an event that requires less time invested by our staff and board 
  • To drive the planning and implementation of the event to ensure that tasks and activities are undertaken with sufficient time to meet deadlines 
  • To obtain sponsorship and ascertain cost and effort needed to deliver on sponsorship deliverables 
  • Track and manage approved budget and make recommendations to generate income and reduce costs 
  • Manage operations logistics, including permits, stakeholder needs and creative problem solving 
  • To provide recommendations around marketing

Background on the SCDA: 

Event Details: The next fall event is slated for end of September 2023 for one day. James St will be closed between King and James and St Paul St will be closed between Carlisle and William and Bond and Court

 Event Features: 

  • Extended patios in the curb lane 
  • Vendor and sponsor activations running the length of the closure 
  • Community booths 
  • Attention to prioritizing members of the SCDA and community groups over outside vendors is critical 

Event Coordinator Responsibilities: 

  • Must operate as a Not for Profit and have their own insurance
  • Plan and manage the logistics of event operations, and drive the project, event planning and management
  • Meet regularly with BIA staff, attend applicable meetings
  • Manage and execute contracts for performers (both strolling and stationary), contractors, equipment and vendors, including obtaining proof of insurance
  • Manage volunteers, onsite contractors as approved by event committee 
  • Coordinate graphic design and marketing production of signage, advertising
  • Track and report on the budget to the Executive Director revising estimates and providing actuals when available
  • Create comprehensive budget and provide regular updates of any changes to Executive Director
  • Communicate with the Executive Director regarding costs that are not including in the budget or that are running over budget, proposing suggestions for over budget projects 

The Event Coordinator will report directly to the Executive Director 

SCDA Responsibilities: 

  • Approve vendors proposed for the event
  • Review budget reports
  • Advise on questions
  • Coordinate the road closure
  • Promote the event to BIA members and provide guidance on ways to engage
  • Provide ongoing support of documentation and contacts as needed
  • Will provide insurance for event (does not cover performers or vendors)

Proposal Contact: 

Please submit electronically to: 

Rachel Braithwaite 

St Catharines Downtown Association

Phone: 289-228-0761