Request for Proposal:

Implementation of the Art Nature Fest- Connecting People with Wild Places

Statement of Purpose:The Salt Spring Island Conservancy is seeking an individual with strong management and communication skills to complete the implementationof the Art and Nature Fest- Connecting People with Wild Places.The overall objective of the contract is to produce a well-run3-day event that is enjoyable and memorablefor the visitors, artists and volunteers who participate. The successful event will have met the Canada 150 contract requirements for the Salt Spring Island Conservancy.

Background:

Salt Spring Island Conservancy is a land trust organization. Because 75% of Salt Spring Island is covered in the globally rare Coastal Douglas-fir ecosystem, SSIC’s mission is to acquire and manage ecologically valuable land; help landowners become good stewards of their own land; hold conservation covenants; and educate the public.Since 1994, the Conservancy has helped preserve over 3,900 island acres, including our 7 nature reserves (about 694 acres) and 16 conservation covenants (about 793 acres).It protects Species at Risk and their habitats, educates adults about land stewardship and provides nature-based education for all Salt Spring elementary students.

The Salt Spring Island Conservancywas a successful recipient of a Canada 150 grant for an Art and Nature Festival.

The Art and Nature Festival on Salt Spring Island melds the beauty of a Gulf Island with the joy and excitement of experiencing and creating art. It will celebrate the beauty and integrity of Canada’s natural heritage. This festival will connect Canadians to the unique ecological features of the rare coastal Douglas-fir ecosystem and its many rare and iconic plant, animal and bird species by offering outdoor artistic opportunities in the Blackburn Lake Nature Reserve, a place that nourishes the soul and the creative spirit. Those who come will participate in musical, artistic, visual, performance and literary arts in this Gulf Island landscape. Through these deeper connections with the environment, the hope is that people will be inspired to protect it.

The Festivalconsists of three days of special events, July 1–2 and August 7, designed to offer attendees different ways to interact with nature in the nature reserve―45 acres of luscious wetlands, open meadows, woodlands, streams and a pristine lake. Besidesthe physical experiences, participants will have access to bird and butterfly guides and information about Species at Risk in the reserve. With a deeper/greater appreciation for protecting land and wildlife for future generations to enjoy, more people will become better caretakers of Salt Spring and other places in Canada.

The concept is based on a successful American festival. See

The successful candidate will report to the Conservancy’s Outreach and Volunteer Coordinator. A volunteer organizing committee has been instrumental in the initial planning of the event and will continue to assist in the implementation of the event.

Scope of Work:

The successful candidate will:

•Confirm scheduling of artists and volunteers

•Manage and lead artist /participant orientation sessions

  • Organize and lead, where appropriate, the volunteer orientation sessions
  • Provide regular and necessary communication with all event participants

•Maintain master lists including pertinent information for contact

•Deliver honorariums to artists

•Work with Site Coordinator to complete all signage and site requirements/improvements

•Assist in the organization of a follow-up thank-you event

•Write final report

Outcome and Performance Standards:

The successful candidate will ensure that:

  • The site is organized in a safe and logical way. That all the signage, tables, and zero waste equipment are in place and attractive.
  • All communication with artists is effective. The artists are clear on their role, receive reasonable support for their activities, know their location on site, the time of their activity, receive their honorarium, and successfully complete their activity.
  • All volunteers understand their duties, are trained if necessary, receive any equipment they need, know the time of their shifts and receive their T-shirts.
  • Communication with SSIC staff is thorough and the organizing committee is kept informed of all actions.
  • Planning and communication for a thank-you event for all participants is successfully completed.
  • A final report is delivered by August 31, 2017.

Contract Term:

The project coordinator must be present from setup to takedown at the 265 Blackburn Road Nature Reserve on July 1 and 2 and on Aug 7. The other work days will be flexible depending on the completion of start-up activities and on needs as they arise.

Payment:

The total contract amount is not to exceed $5000 including GST and HST. Two payments will be scheduled for July 3 and August 31, 2017.

Contractual Terms and Conditions:

The Salt Spring Island Conservancy standard contract will be used. A copy is available to preview.

Requirements for Proposal:

Your proposal should outline:

  • Your background, experience and references
  • Your understanding of the event
  • How your activities /involvement will make it successful
  • How you propose to work with the SSIC staff and the organizing committee
  • How you will fulfill the contract requirements
  • Which dates you will work on this contract and how much time you will spend
  • Budget required

Evaluation and Award Process:

The SSIC staff and members of the organizing committee will review the proposals in light of how the best RFP is addressed and then reward the contract. Candidates may be asked to meet with the committee to discuss their proposal.

Process Schedule:

Deadline for Proposal: March 17,2017

Award of Contract: March 31, 2017

Contact: Please send your proposal to

Any questions about the RFP can also be sent to that address.