Freelance Event Planner

Credit Photo Courtesy of:
Brian Poon

Freelance Event Planner |
Access Fund’s 30th Birthday Celebration Event

Access Fund is looking to establish a short-term contract with a qualified event organizer beginning January 2022 to assist in the execution of our 30th Birthday Celebration, to be held May 12-14, 2022, in Denver, Colorado. This person will be responsible for planning pre-event logistics—such as food and beverage, event permitting, run of show, and volunteer coordination, as well as day-of onsite event management. For more detailed information, see the scope of work section below.

Event Description

This event is the largest gathering of climbing and conservation advocates in the country. Access Fund’s annual event is an extraordinary weekend-long rally of the climbing and conservation community. The 3oth Birthday Celebration will consist of two core events—an informal climbing gym event and a formal fundraising gala. We are proud to host this event in Denver, Colorado.

Climbing Gym Event:
Date: Friday, May 13 | 4 - 10 p.m.
Attendance Goal: 300+
Purpose: Gather the Denver regional community to celebrate Access Fund’s 30th birthday. Music, food trucks, gear demos, etc. are to be included. Family-friendly focus.

    Fundraising Gala:
    Date: Saturday, May 14 | 5 - 10 p.m.
    Attendance Goal: 400+
    Purpose: Gather Access Fund’s nationwide community to celebrate and fundraise for Access Fund’s 30th birthday. Keynote speaker, silent auction, dinner program, live music, etc. are to be included.

    Scope of Work

    Access Fund is seeking an innovative and experienced event planner to support the logistical planning and day-of execution of our climbing gym and dinner events. This person will work closely with and assist the Access Fund’s Director of Philanthropy by managing the following tasks:

    • Establish event planning milestones and timelines.
    • Manage and coordinate general event logistics such as:
      • Venue logistic
      • Food & beverage
      • Event layout and staging for entertainment
      • Registration and ticketing
      • Volunteer recruitment and plan
    • Ensure all applicable licenses and appropriate insurance coverage are acquired and on record.
    • Manage silent auction design within online platform and mobile platform management.
    • Recruit, coordinate, and train event volunteers in conjunction with the Director of philanthropy.
    • Lead complete event setup and tear down, with support from volunteers.
    • Serve as primary onsite event contact during the in-person events on Friday and Saturday, May 13 and 14, 2022.
    • Note: Marketing the event and driving ticket sales is not a part of this position.

      Time Commitment

      This position will begin Jan. 10, 2022, and end May 27, 2o22. Anticipated hours will vary with our planning phases:

      • January-February: Estimated 5-10 hours a week
      • March-April: Estimated 10-20 hours a week
      • May: Estimated 20+ hours week

      This person must be available for collaboration Monday-Friday during regular business hours.

        Physical Demands and Abilities

        • Lift and move 30lb boxes
        • Stand, walk, and kneel for four hours at a time
        • Regularly spend long hours sitting and using office equipment and computers

        Request for Proposals Process and Qualifications

        The contract is not full-time, however, it will last over a period of five months, beginning January 2022. Our budget for this position is $8,000-$10,000. We welcome applicants from all US locations.

        By responding to the RFP, the applicant understands they will be fully responsible for meeting the requirements of the RFP and will execute on the necessary tasks to make sure the event is successfully completed. Questions about the RFP may be sent via email to [email protected].

        Skills & Qualifications

        • Minimum of four (4) years of experience in event production and volunteer management, preferably in fundraising initiatives.
        • Ability to solve problems creatively and efficiently.
        • Acute attention to detail and exceptional organizational skills.
        • Competency with Microsoft Office, Google Suites, Salesforce, and event management platforms, such as GiveSmart.
        • Ability to work approximately 5-10 hours a week (hours will increase to 20+ hours as the event approaches) from January through May 2022.
        • Ability to attend and work full-time during staging, set-up, execution, and tear down of the event in Denver, Colorado, from May 11-15, 2022.
        • A positive, customer-service-oriented attitude.
        • Enthusiasm for climbing and conservation are a plus.

        All applicants must submit the following information:

        1. First and last name, address, and contact information
        2. Short description of work history in planning of fundraising events, including samples of relevant work
        3. Description of event planning services offered; demonstrate you have the workload capacity to make the job happen
        4. Description of your system for event organization
        5. Two (2) event references (including description) for similar size/type events that applicant has coordinated
        6. Explanation and listing of all costs and fees applicant proposes to charge the PRF organizing committee for event planning purposes
        7. If coordinating other events, please address any potential conflict of interest

        Hiring Timeline

        The deadline for RFP responses is no later than 12 p.m. Mountain time, Friday, Dec. 17, 2021. Proposals must be provided in electronic format (PDF) to [email protected] with the subject “Event Planner.” Access Fund will strive to select a final candidate no later than Jan. 3, 2022.

        Access Fund is an equal opportunity employer and provides employment opportunities without regard to race, color, religion, gender, sexual orientation, national origin, age, or disability.

        At Access Fund, we pride ourselves on the health and happiness of our staff. Together, we are building an organization and an industry where great ideas, born from a diversity of experiences, thrive.