Conference Event Planner

The California Bicycle Coalition (CalBike) seeks an event planner to facilitate the 2022 California Bicycle Summit to be held in Uptown Oakland from April 6-9, 2022. In collaboration with CalBike staff and the summit steering committee, the event planner will be primarily responsible for the following aspects of the event: Logistics *Order food and coordinate with caterers, emphasizing locally-owned providers and environmentally-friendly choices *Coordinate with caterers and venue staff to serve meals *Coordinate with OakDOT and venue staff to manage the reserved outdoor area on a closed portion of Telegraph (either the whole street, or a couple of lanes adjacent to the event venue). Develop a contingency plan in case of rain *Coordinate with venue staff to ensure A/V needs are met, and to provide excellent A/V support at all sessions *Prepare signage to help participants navigate the venue and support the event’s goals (e.g. directing people to various breakout rooms; schedules posted on the door; sponsor posters; safety reminders) *Develop a plan to manage check-in and onsite registration, including provision of whatever schwag we want to provide, pre-printing of name tags and other materials as necessary, etc. *Identify area hotels for all income levels and seek discounts for summit participants *Manage a homestay system, matching local residents with a room to offer with participants in need of a room *Recruit and manage volunteers to help as necessary during and leading up to the event, including a few people to act as security monitors, specially trained in diversity, equity and inclusion (DEI) to help all attendees have a fun and stress-free event. Request for Proposals This is an exciting opportunity to meet Oakland’s community leaders and bicycle advocates from around the state.