- Each year, the Communications, Marketing and Events business unit will meet with your team to discuss your Divisional priorities and to identify major marketing projects, programs, and activities requiring support. This meeting will help to determine assigned staff, budget, and other considerations necessary to help achieve success.
- For repeated (annual events) to be planned by TRCA, information is to be provided through the Event Request/Support form no later than six months prior to the event start date. For proposed new events, information is to be provided through the Event Request/Support form no later than 12 months prior to the event start date, to allow time for budget approval.
- Obtain approval from your Manager/Senior Manager/Associate Director, Director and/or Senior Director before submitting your Event Request/Support form. Upon review of the completed Event Request/Support form, the Events team will contact the event lead to advise of next steps, which may include:
- Direction to continue planning and executing the event independently
- Request for more information or a meeting to discuss the event in more detail
- Direction to prepare an event business plan (with assistance if required)
The event lead may also consult with the Events team at any time in the process.
- All new and modified TRCA events require approval from the Senior Leadership Team (SLT). If the submitted event is a proposed new event, the Events team will work with the requesting team to evaluate the event and, if viable, help prepare the proposal for SLT submission.
- Communications, Marketing and Events may require a business plan to be prepared for events that carry a high degree of complexity and risk. The business plan should include:
- Event overview (what, why, who, when)
- Development plan (vision, strategic development, SWOT analysis)
- Event requirements (facilities, staff resources, production, legal, insurance)
- Risk management plan and event liability
- Marketing and communications plan
- Sponsorships and fundraising
- Financial plan and considerations
- Management and business controls
- Evaluation criteria
- After an event is approved and the business plan is finalized, the requesting team must prepare a detailed work plan that identifies tasks to be completed, workback schedule, and assigned roles and responsibilities. The Events team can assist in developing the plan and/or ask to review the work plan and provide input.
- If the event includes the participation of dignitaries, the Events team will lead the implementation of the dignitary program component of the event (e.g. speeches, ribbon cutting, etc.) in consultation with the requesting team and with approval from the CEO’s Office. This includes preparing and sending invitations, tracking RSVPs, designing the program for dignitaries, liaising with dignitaries and on-site operations. Lead time must be included for review and approval by the CEO and Chair of TRCA’s Board of Directors.
- All procurement for events is to be completed in accordance with TRCA’s procurement policy. Requesting teams should check with the Events team about TRCA’s vendors of record for events for whom the RFQ/RFP process has already been completed and only a purchase order is required.
- Following the event, breakdown and thorough clean-up should take place as soon as possible.
- Any thank you notes to dignitaries and other special contributors should be sent by the Events team within two business days of the event conclusion.
- A wrap-up meeting with the requesting team should be held within two weeks of the event conclusion to identify and record an overall assessment of the event, including key successes, opportunities for improvement, and lessons learned.
- An event report is to be completed and submitted to the Events team within a month of the event conclusion. The report should include:
- Attendance
- Weather (if outdoors)
- Highlights
- Challenges
- Evaluation based on pre-determined criteria that support TRCA’s updated Strategic Plan and its associated measures
- Proposed ideas/changes for next year
- Final budget