The Walls Project is seeking a skilled and experienced Community-Based Event Planner to assist with planning and executing our quarterly ReActivate events.
To apply, read the RFP below and submit your proposal to thomas@thewallsproject.org.
Opportunity Overview
The Walls Project is seeking a skilled and experienced Community-Based Event Planner to assist with planning and executing our quarterly ReActivate events. These quarterly events include a Sow Good Festival, MLK Fest, Earth Day, and Juneteenth Celebration that rely heavily on volunteer engagement from the direct community in which we serve. The selected candidate will be responsible for managing all aspects of event planning. This includes all aspects of volunteer management, external and internal correspondences, logistics at venues, and other normal aspects of running successful events. The Walls Project incorporates its many programs throughout the mission of each quarterly ReActivate events. Hence, we incorporate tree equity, tech equity, paint equity, and community collaboration throughout every event we host.
The position will work closely with the Director of Operations, Senior Programs Director, and Chief Financial Officer throughout the planning and execution of each event to ensure logistics and budgets are followed accordingly.
Event Overview for Reactivate Events
The Walls Project’s Reactivate events are quarterly community engagements designed to bring people together, foster community spirit, and drive positive change in our neighborhoods. These events include the Sow Good Festival, MLK Fest, Earth Day, and the Juneteenth Celebration. Each event is carefully planned to engage volunteers, celebrate our diverse communities, and address local needs through various activities and initiatives.
Sow Good Community Resource Festival (October 12, 2024)
The Sow Good Festival is a family-friendly event on Saturday, October 12th, that celebrates the autumn season with a variety of activities at two dynamic locations. This event will include community art projects, volunteering at the farm, a tree share and maintenance workshops, tech training workshops and giveaways, and paint workshops and giveaways.
MLK Fest (January 18 & 20, 2025)
The Walls’ flagship event, MLK Fest is held in honor of Dr. Martin Luther King Jr. and his legacy of service and community building. This event features two days of volunteer activities, including community cleanups, mural painting, and tree planting and garden bed revitalization. Participants are encouraged to come together to make a positive impact on their neighborhoods, embodying Dr. King’s message of unity and service. We expect to recruit up to 5,000 volunteers and to host a block party, blight remediation initiatives, paint giveaways, urban agriculture activities, volunteer-based mural opportunities, and much more.
Earth Day (April 19, 2025)
Earth Day is dedicated to promoting environmental awareness and sustainability within our communities located around our flagship farm at BREC Howell Community Park. The event includes educational workshops, eco-friendly activities, and volunteer projects such as park cleanups and garden plantings. By engaging the community in environmental stewardship, we aim to foster a greater appreciation for our natural surroundings and encourage sustainable living practices.
Juneteenth Celebration + JoltCon (June 2025)
The Juneteenth Celebration commemorates the emancipation of enslaved African Americans and celebrates African American culture and heritage. The Walls Project partners with other community entities to create a day of reflection, education, and celebration, honoring the resilience and contributions of the African American community.
JOLTcon is our youth-based event, where we will host 250 teens for a one day conference centered around a main topic. This event will include food, music, prizes, workshops and exciting activities to keep students engaged throughout.
Scope of Work The Event Planner will be responsible for the following tasks:
Event Planning and Coordination
Develop and manage comprehensive event plans and run of shows for each quarterly event, including timelines and task assignments.
Lead in securing vendors, locations, and contracts as deemed necessary.
Coordinate with The Walls staff, external vendors, and external partners to ensure all event aspects are planned and executed effectively.
Conduct site visits and liaise with venue staff to ensure venue logistics are managed appropriately.
Support and attend community planning meetings for larger-scale events like MLK Fest.
Volunteer Management
Recruit, train, and manage volunteers for each event, ensuring adequate coverage and support for all event activities.
Develop volunteer schedules and task assignments, and provide clear communication and guidance to volunteers.
Ensure all volunteer communications (particularly email) is streamlined and meticulous to ensure a smooth volunteer experience.
Ensuring all volunteer data and releases are timely and accurately captured in volunteer database for future events.
Communication and Correspondence
Serve as the primary point of contact for all event-related correspondences, including communications with vendors, partners, sponsors, and volunteers.
Develop and distribute event-related communications, including invitations, promotional materials, and post-event thank you notes.
Ability to support the Sales Team in outreach to potential sponsors or funders of activities. This includes requesting in-kind donations of supplies and services as deemed necessary.
Tracking and collaborating with the Marketing Team in relation to confirmed sponsorships.
Logistics Management
Oversee all logistical aspects of event planning and execution, including transportation, setup, teardown, and on-site coordination.
Ensure all necessary permits and insurance coverage are secured for each event.
Hold weekly meetings to update the CORE team of The Walls with needs or updated information.
Provide walkthroughs of events prior to quarterly events with Walls staff, as deemed necessary.
Budget Management
In collaboration with the CFO and DO, the event planner will assist in ensuring the budget is followed and all grant sources are implemented in accordance with grant regulations.
Review event budgets on an on-going basis, ensuring all expenses are tracked and reported accurately.
Identify cost-saving opportunities and negotiate with vendors to maximize event budgets.
Ensure proper receipt and invoice capture for any purchases made on behalf of the event.
Post-Event Evaluation
Conduct post-event evaluations to assess the success of each event and identify areas for improvement.
Develop and present post-event reports, including attendance numbers, budget summaries, and feedback from participants and volunteers.
Qualifications The ideal candidate will possess the following qualifications:
Proven experience in event planning and management, preferably for large-scale community events.
Excellent organizational and project management skills, with the ability to manage multiple events simultaneously.
Strong communication and interpersonal skills, with the ability to build and maintain relationships with a diverse group of stakeholders.
Experience in volunteer management and coordination.
Ability to work independently and as part of a team.
Flexibility to work evenings and weekends as required by event schedules.
Proposal Submission Interested candidates are invited to submit their proposals, which should include the following:
A cover letter outlining your qualifications and experience in event planning.
A detailed resume or CV.
A proposed fee structure for services.
References from previous clients or employers.
Examples of past events planned and executed.
Submission Deadline Proposals must be submitted no later than September 27, 2024. Please send all proposals to:
Thomas Donely
The Walls Project
458 America StreetBaton Rouge, LA 70802
Email: thomas@thewallsproject.org
Selection Process Proposals will be reviewed by The Walls Project’s selection committee, and shortlisted candidates will be invited for an interview. The selected candidate will be notified as soon as possible.
The Walls Project is an equal-opportunity employer and encourages applications from all qualified individuals. We look forward to receiving your proposal and working together to create impactful and memorable events for our community.
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