Purpose: The Ottawa Bicycle Club (OBC) is seeking an enthusiastic and qualified person with strong leadership skills for the position of Event Manager to provide coordination for the club’s largest event, the Rideau Lakes Cycle Tour (RLCT). This is a part-time position with a considerably increased workload in the weeks leading up to, during, and immediately after the Tour.
Background: 2020 will mark the 49th consecutive year that the Ottawa Bicycle Club has organized the RLCT, the largest single event on the club’s annual calendar. The event, a cycle tour from Ottawa and Perth to Kingston (Saturday) and return (Sunday), is a seasonal highlight for many cyclists with approximately 1800 participants expected in 2020. The tour has, and will continue to be about the ride; the event has no cause or charity connection. As well, the event is an Ontario Cycling Association sanctioned tour. The date for the 2020 tour is June 13-14.
Duties: Reporting to the RLCT Director (an OBC Board member), while working in conjunction with the RLCT Committee, and the Club’s Administrator, the Event Manager’s duties include, but are not limited to, the following:
- Budgeting – prepare a budget and monitor expenses in preparation for the event.
- Suppliers and sponsors – identify relevant suppliers and needs for required products/services; draw up contracts with suppliers; solicit the support of event sponsors.
- Permits and Insurance – identify and complete applications for required permits and insurance coverage.
- Route Planning – perform route reconnaissance, propose changes, be aware of any road works expected to overlap with the event. Contact organizations along the route (e.g. service clubs, municipalities, media outlets).
- Key Liaison Position - liaise with local and provincial police forces, community support and fundraising groups along the routes, and with the local ARES (Amateur Radio Emergency Service) group, which is an important communications provider for the Tour. ,
- Safety – review the Emergency Response and Action Plan; Crisis Communication Plan and recruit and train volunteer road support individuals, including Route Marshalls, Support and Gear Van drivers, Repair/Mechanical support individuals and members of the Amateur Radio Emergency Service organization.
- Volunteer Coordination – the Event Manager, with input from the Committee and the OBC Board, is ultimately responsible for recruiting volunteers for all the event operations including key Coordinator positions such as Algonquin College, Queen’s University, and Perth. Volunteers are typically recruited from within the OBC and the general public (family, friends, etc.).
- Material Preparation – Prepare materials for participants and volunteers for the check-in, checkout and routes (e.g. signage).
- Communications Plan – using appropriate social, website and print media, develop and implement a communications plan for the event.
- Deal with confidential and sensitive issues, as they arise, in a timely manner, with tact and discretion as required.
- Create and maintain a mutually beneficial, strong relationship with all stakeholders.
- Committee Meetings – as co-chair to be present and actively participate in all RLCT Committee meetings. Prepare an agenda prior to meetings, record and prepare minutes of meetings.
- During the Tour, the Event Manager will start the day at the Ottawa checkout (Saturday morning from 6:00-8:30a.m.) to assist and support the organization and start for all road support volunteers and Police, while also checking in with the host site coordinator.
- Travel the main route to Kingston by private vehicle, visiting the various rest stops and communication stations located along the route while remaining in contact at all times with the progress of the Tour. Repeat the process during the return trip to Ottawa on Sunday.
- Be present in Kingston late Saturday afternoon until the last rider arrives around 6:30 p.m.
- Be present at the Kingston checkout to assist the Queen’s Coordinator (6:30 to 9:30 a.m.).
- Be present at Ottawa check-in until the last rider arrives and check-in closes around 6:30 p.m.
- Post Event
- Lead a detailed de-briefing with the RLCT committee, summarizing relevant issues in a written report to the RCLT Director for reporting to the OBC Board.
- Coordinate the volunteer appreciation dinner.
- Assist in the completion of any required reports (e.g., accident reports).
- Strong leadership and interpersonal skills.
- Previous experience in the planning, management, and operation of sporting events or equivalent work experience.
- Expert knowledge with Microsoft Office Programs such as MS Word, PowerPoint, Excel, Outlook, and Google Docs.
- Outstanding communication (written and verbal) skills.
- Exceptional organizational, project management and time management skills.
- Demonstrated flexibility and the ability to work in a fast paced, challenging environment.
- Demonstrated ability to function independently with minimal direction.
- Discreet and accustomed to being exposed to confidential and sensitive information.
- Ability to prioritize own tasks.
- Willingness and availability to work flexible hours.
- Ability to multi task and have a high level of organization, attention to detail and time management skills.
- Ability to think proactively and work in a fast paced environment.
- Valid Driver’s License.
Indicate whether services can be provided in both English and French. Please note this is an asset, but not a requirement.
Resumes will be accepted from OBC members and non-members alike.
Deadline: We will accept resumes up to and including Monday, 16 September 2019.
Submission Details: Please submit your resume electronically to firstname.lastname@example.org
Contact Information: Please direct all questions to email@example.com
The Ottawa Bicycle Club reserves the right not to enter into a contract with any of the applicants or to modify aspects of the proposal through discussions with the potential candidate.