Event Management Services

The vendor is required to provide event management services for the evergreen market, winter sports zone, and mascot management for agency for the evergreen festival beginning in September 2025.
• Venue management: managing the evergreen festival site across the Halifax waterfront during festival open hours.
• Engagement management: coordinating schedules, on-site staff, and vendors for seamless event delivery.
• Technology management: managing the onsite speaker system and contacting the electrician for any issues related to power at the event site.
• Stakeholder coordination: collaborating with build nova scotia, event contractors, and evergreen market vendors
• Meetings: attending weekly event planning meetings for evergreen festival starting in September 2025.
• Attending scheduled meeting during the festival.
• Reporting: providing weekly progress reports and a summary report covering project status, activities completed, upcoming tasks, and challenges.
• Schedule of events: managing the on-site schedule of events each day.
• On-site management: alongside their support team, the successful proponent will be responsible for coordination of all day-of operations, including vendor management, community event coordination, audio and visual support, time-management, etc.
- Evergreen vendor market:
• Be present at the vendor market one (1) hour before opening to ensure the site is ready for vendors and customers, including tidying chairs and tables, lighting propane fire tables, ensuring that festive music is playing through the in-house speaker system, electricity is on and powering the site.
• Greet vendors each day and make sure that they are following all agency event operational policies.
• Take vendor attendance and report it to the business development and program manager in a daily report.
• Provide fifteen (15) minute breaks to the vendors if required.
• Be the main point of contact for the vendors and contractors during festival hours and efficiently solve any problems that arise. f) monitor weather and close the market early if required.
• This must be communicated to the agency team.
• Be present during closing hours to turn off propane fire tables, tidy the site, and make sure all vendors lock their kiosk and turn off their heater when they leave.
• Greet any pop-up and community events taking place at the evergreen festival and ensure that they are in the right place and answer any questions they may have.
• Hire and manage a team of staff to support the on-site event management services and duties listed above.
• Contact security in case of emergency.
• Organize and facilitate all vendor move in and out of the vendor market chalets during predetermined scheduled times.
- Mascot management:
• Hire a team of staff to be the mascot and mascot handler.
• Coordinate the hours and appearances for the mascot.
• Ensure the mascot costume is kept in a clean and usable manner throughout the festival.
• Capture content of the mascot and festival.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: May 22, 2025