SMALL BUSINESS WEEK SAN FRANCISCO
Project Coordinator
OVERVIEW & OBJECTIVE
Small Business Week San Francisco is a joint volunteer project between the U.S. Small Business Administration; the San Francisco Small Business Commission; the San Francisco Small Business Development Center; the San Francisco Chamber of Commerce and the Small Business Institute. This year, Small Business Week will be hosted in San Francisco in May.
The week-long celebration is highlighted by an evening kick-off event, Flavors of San Francisco, in San Francisco’s City Hall. Flavors of San Francisco features a variety of local restaurants, lounges, caterers, and small business service providers. Throughout the week, a number of workshops around town focus on topics such as: how to start a business, access to capital, marketing, and business technology. The San Francisco Chamber of Commerce hosts their annual Grand Expo and the week ends with a number of business-to-business networking events in our commercial corridors and side-walk sales in different neighborhoods.
Planning and oversight of Small Business Week are handled by the Small Business Week Administrative Committee. The project coordinator will report to and be directed by the Administrative Committee. Although the Administrative Committee comprises those organizations listed above, this contract is offered by the Small Business Institute and not by the Small Business Administration; the San Francisco Small Business Commission; the San Francisco Small Business Development Center; or the San Francisco Chamber of Commerce.
Individuals interested in replying to this request should send a proposal including details of experience and skills to gary.marshall@sba.gov by October 1, 2008. All proposals must include a bid for the amount the individual is requesting for the position and a proposed payment schedule.
SCOPE OF WORK
OBJECTIVES
The purpose of this scope of work is to provide potential project consultants and key staff with a road map for implementing the Small Business Week project in San Francisco.
The scope of work has two phases:
Phase 1 – Management of Week-Long Initiative: describes the project consultant’s role as it relates to overseeing and managing the tasks/activities related to Small Business Week.
Phase 2 – Documenting/Monitoring/Tracking Deliverables: describes the importance of documenting, monitoring and tracking key project activities and ensuring that the project remains on budget and that major deliverables are on track and on-time.
MANAGAMENT OF WEEK-LONG INITIATIVE
EXECUTE FLAVORS OF SAN FRANCISCO – KICK-OFF EVENT
Prepare logistics plan for the Administrative Committee, which includes but not limited to the following:
a) Work with the Small Business Commission staff and Mayor’s Office to secure City Hall venue including the use of the Rotunda and the North and South Light Courts and request waiver of fees for such.
b) Work with City Hall staff on number of people targeted to attend to determine cost of labor (sheriff staff, cleaning staff etc.)
c) Secure restaurant, caterers, lounge vendors throughout city for Flavors of San Francisco; these are all volunteer and should be ethnically/geographically diverse.
d) Obtain vendor for tables/chairs (Refer to 2007 Binder “Invoices”)
e) Obtain vendor for marketing design of program, table tents for vendors, and other related marketing needs for the event (Refer to 2007 Binder “Invoices”)
f) Obtain vendor for photography (Refer to 2007 Binder “Invoices”)
g) Secure Mayor Gavin Newsom’s attendance for brief remarks (see sample of remarks in binder.) Work with Scheduling Office through Small Business Commission for request.
h) Ensure that all vendors are paid appropriately.
SPONSORS
Small Business Week is made possible through the generous support of corporate sponsors. The coordinator will secure their participation by the following:
a) Meet with corporate representatives to explain opportunities available by sponsoring Small Business Week and to detail different levels of sponsorship.
b) Invoice appropriate corporate contact after sponsorship agreement is reached
c) Ensure that goals/targets for money is raised for event.
d) Report back to Administrative Committee on sponsorship
e) Work with sponsors on events, seminars and marketing opportunities
MEDIA/MARKETING/OUTREACH
Administrative Committee marketing sub-committee will be responsible for promotional efforts for Small Business Week. The coordinator will serve as liaison to:
a) Media sponsors. Past media sponsors have included the San Francisco Chronicle, the San Francisco Examiner and Comcast.
b) Printed Small Business Week supplement produced by major local newspaper.
c) Website featuring calendar of events and general information about Small Business Week.
d) Ensure that all key elements of the week are posted on the web-site at least 2-3 months prior to the week’s events.
NETWORKING EVENTS & SIDEWALK SALES
The coordinator will work with the Administrative Committee sub-committee and the Small Business Commission to:
a) Outreach to key merchant associations to encourage participation in sidewalk sales
b) Secure permits for sidewalk sales by February 28, 2009
c) Request permitting waiver from San Francisco Board of Supervisors
d) Encourage neighborhood merchant associations to consider hosting networking events as part of Small Business Week celebration
DOCUMENTING/MONITORING & TRACKING DELIVERABLES
STATUS REPORTS
The coordinator should deliver, in person, monthly status reports to the Administrative Committee. Project reports should include an update from sub-committee chair
PROJECT BINDER
The coordinator will develop a project binder to monitor, track, and document project tasks related to all Small Business Week Activities. The binder must include copies of all vendor receipts, invoices and contact information.
FINAL REPORT TO EXECUTIVE COMMITTEE
Based on the above discussions, the coordinator will prepare the final report to the Administrative Committee summarizing Small Business Week 2009.
a) Include a brief project narrative
b) Include a detailed budget summary of expenses/balance
c) Provide any key challenges, highlights and lessons learned
