Nov. 15, 2021

Conference Event Planner

Confidential San Francisco Bay Area, California

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.

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