Request for Qualifications (RFQ) Due: Friday, October 24, 2014 5:00 PM
Background & Overview
History of the Event: The Farm to Fork Picnic began in 2007 in association with the first annual Sustainable Agriculture lecture, hosted by the Center for Environmental Farming Systems. The speaker that year was Carlo Petrini, Founder of International Slow Food Movement (800 attended his lecture). Hosted at Chapel Hill Creamery, celebrating farms and well as chefs, and the family atmosphere (kids under 12 have always been free) were two concepts key to the event from the beginning.
Skipping one year, the Farm to Fork event has been hosted every year since at the Breeze Farm incubator that provides land, equipment, and education to aspiring new farmers. The event is now a key fundraiser for both the Breeze Farm Incubator, and CEFS internship and apprenticeship programs, all programs focused on the support of new farmer training programs.
Dubbed the “Best All You Can Eat Feast in the Country” by Bon Appetit magazine, last year’s Farm to Fork picnic featured the combined talents of more than 35 chefs, 35 farmers, and 11 food artisans whose creations ranged from farmstead cheese to local mint julep jelly.
This year, the Farm to Fork picnic will be expanded to a weekend event, including a fundraising dinner at the Duke Gardens on Friday night featuring visiting chefs; A Saturday evening lecture that highlights a key issue in sustainable food systems (CEFS annual lecture) combined with a food truck event (featuring local foods); and the annual Farm to Fork Sunday afternoon picnic.
The job duties described below includes overall management of the weekend series of events, and coordination of the farm to fork picnic.
Job Duties: Management of weekend events
Oversee the planning and implementation of the three events with the support of the Farm to Fork weekend steering committee:
Duke Gardens Fundraiser (Friday Night)
Saturday evening Lecture & Food truck event (Saturday)
Farm to Fork Picnic (Sunday)
The incumbent will interface with and work in conjunction with the coordinators of each separate event as listed above. The coordinators of each event will be charged with managing all operations, budget, post event financial reports, planning and implementation associated with each individual event. The manager will be required to work with the coordinators to support them with these duties, ensuring that costing and details are covered and adhered to for each separate event, and that the budget and workflows and event plans are appropriate for the promotional, educational and fundraising goals.
Oversee sponsorship development program and marketing and packaging of event (s) to achieve the fundraising goal including, but not limited to: ticket sales (for individual events and as a package), sponsorships, donations, etc. Public Relations (PR) work includes developing contacts with and alerting the media about the events for maximized exposure. Overseeing and insuring development and distribution of media packages, press releases and media alerts. This will likely include subcontracting for PR/media and sponsorship development as negotiated and directed by the farm to fork weekend planning committee.
Interface with farm to fork weekend steering committee including; participation and/or coordination of event planning meetings, including scheduling of meetings, agenda preparation, issuing reports to the committee, note taking, and distribution of materials. Each of the individual weekend activity leads will be members of the steering committee, and others may be added as needed.
Foster and maintain relationships with key partners, sponsors, participants and volunteers including gathering information (post event survey) and feedback throughout the event and developing a plan to mitigate issues for future events.
Any other duties as assigned and negotiated.
Job Duties: Farm to Fork Picnic Event Coordinator
Work with the Farm to Fork Picnic Steering Committee and key partners and volunteers in hosting a successful event. This includes coordinating farm to fork picnic committee, agenda preparation and taking and distributing minutes, issuing reports to the committee, and distribution of materials.
Discuss, present, and manage the budget and expenditures of the event. Help to select, contract with, and coordinate all event vendors. Submit invoices for payment in a timely way, and follow up to insure payment.
Develop a detailed event plan to be shared with the steering committee and use organizational skills to monitor all moving pieces of the event and to ensure that the planning and execution of event activities are occurring at the proper time and be a point person for all event inquires and issues including with the chefs and farmers, vendors, etc.
Perform event-specific administrative functions including ensuring the picnic website contains accurate and time-sensitive information, and ticket sales are operational, overseeing and ensuring that print materials are created.
Perform event-specific related communications duties including advertise about the event on social media, creating and distributing event posters and other advertising materials, and work with the designated PR person/firm for the weekend event, invitation correspondence, applications, menu development and pairings, letters, and other items as needed. Be the point person for all communication entities volunteering or engaged specifically with this event and ensure that signage materials, t-shirts, etc are created and printed.
Be the main interface with the farmers, chefs, and artisans including creating and distributing letters of invitations and application forms, tracking, communicating about pairings, and menu items.
Manage all logistics of the event including but not limited to: set-up, delivery of goods, ordering of cutlery and printed materials, managing rentals (tent, tables, portable restrooms, etc.), coordinate the location of attractions at the event, arranging for beverage sponsors, musicians and other event vendors, Orange County Solid Waste Management, water, ice, hand washing, kids activities, fire marshal, event permits, port-a- john’s, etc. Oversee a volunteer manager and schedule so that volunteers are on-site through take-down. Be on site at the event to insure clean-up and take down occurs as required.
Prepare after-event print and electronic reports as requested to show income, expenses, attendance, challenges, and recommendations for future events. Organize a thank-you reception for chefs, farmers, artisans in the winter months.
Conduct an electronic survey of chefs and farmers after the event to guide improvements for future years.
Any other duties as assigned and negotiated with the farm to fork events steering committee.
A work background that crosses event planning and hands-on event management with an understanding of food systems, experience managing and overseeing the work of others, experience in funding raising, PR and marketing in association with event planning, demonstrated capability to build relationships profitable to the sponsoring organizations, demonstrated capability to coordinate successful complex fund raising events, and highly motivated to produce extraordinary outcomes. An interest in sustainable agriculture and development of local food systems is a plus.
For More Information/To Submit RFQ Contact:
Appointment: 65% Research, 35% Academic, 12 month
Department of Horticultural Science, North Carolina State University
Position Available: September 1, 2014
Qualifications: Ph.D. degree in Horticulture, Crop Science, Agronomy, Plant Biology or related field or in Agricultural Engineering or Agricultural Economics.
The successful candidate must have demonstrated research productivity through publications in relevant refereed journals, and an existing record of, or strong potential for, successful grant procurement. It is essential that the incumbent conduct team-oriented research, exhibit leadership abilities, and demonstrate effective written and verbal communication skills. Prior experience working with horticulture stakeholders and sustainable crop production is a benefit. Postdoctoral experience is preferred.
Responsibilities: The candidate will be expected to 1) develop a national research program on horticultural energy conservation and management, focusing, but not limited to, energy conservation strategies in sustainable production systems, developing farm, nursery and protected culture energy budgets; conducting full cost accounting and cost benefit analyses of horticultural biofuel utilization strategies, protected culture heating/cooling, and other energy related issues; and facilitating development of alternative energy strategies for horticultural operations, 2) teach two or more courses per year (undergraduate or graduate) and one other one-credit graduate course via distance education, course topics could include sustainable energy management, sustainable and/or organic crop production, or a related topic depending on the successful candidate's area of interest and department and college course needs, 3) establish collaborative partnerships with faculty based at NCSU and the Center for Environmental Farming Systems, as well as with other universities, USDA, and the private sector; 4) provide input to NC horticulture industries on farm energy management and participate in annual field days and commodity meetings; 5) establish a rigorous, nationally recognized, extramurally funded research program; 6) publish research results in relevant peer reviewed publications; and 7) demonstrated experience chairing and serving on graduate student committees.
Application: Applicants should apply online at https://jobs.ncsu.edu (reference position number 00104010). Attach a cover letter and CV to the online applicant profile, and include the names and contact information for at least three references. For more information, contact either Dr. Brian Whipker, Professor and Search Committee Chair, 919-515-5374, email@example.com, or Dr. John Dole, Professor and Head, 919-515-3131, firstname.lastname@example.org, Department of Horticultural Science, Box 7609, NC State University, Raleigh, NC 27695-7609. Review of applications will begin August 15, 2014, or until an acceptable candidate is identified.
Apply online at https://jobs.ncsu.edu/postings/37630. Application Deadline: August 15, 2014, or until an acceptable candidate is identified.
AA/EOE: Minority candidates are encouraged to apply. NC State welcomes all persons without regard to sexual orientation. Persons with disabilities requiring accommodations in the application and interview process please call (919) 515-3148. Final candidates are subject to criminal and sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at www.wes.org. Degree must be obtained prior to start date. NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.