Special Event Coordinator Position

The West Greenwich Land Trust is seeking Request For Proposals for a one-year contract agreement with a two-year option for the coordination of weddings and special events at the Palmer Meeting House and Plain Meeting House in West Greenwich. See below for specific bidding requirements. Proposal must be submitted via email to Steven Wright, Chairman of the West Greenwich Land Trust.

West Greenwich Land Trust Special Events Coordinator RFP
The West Greenwich Land Trust is responsible for the maintenance and upkeep of two historic buildings within the Town Of West Greenwich; Plain Meeting House on Plain Meeting House Road and Palmer Meeting House on Escoheag Hill Road. Both historic buildings have been designated for use to host special town public events at no charge. In addition, both facilities have been requested and used for weddings for town residents and non-residents. In an attempt to off-set the annual operating expenses for both buildings the WG Land Trust is offering a one-year contract with a two-year option to increase the use of these two historic buildings by offering their limited use with restrictions for weddings and or special events. Compensation for this work is included in the hourly rate for building rental.

In 1997 the West Greenwich Town Council established the WG Land Trust to acquire and preserve open space in our town. Lands described as farm land, open spaces, historical places, fresh water wetlands, ground water recharge areas, well fields, wildlife habitats, bicycle and hiking paths and land for future public recreational use are among those noted in the enabling ordinance. The purpose of the West Greenwich Land Trust is to preserve open space and maintain existing agricultural, wildlife, recreational, scenic, and historical land uses which represent the natural heritage of the Town, through voluntary means emphasizing private ownership:

  • Receive gifts and donations of land.
  • Accept and hold development rights in trust returning tax benefits to land owners.
  • Purchase ecologically sensitive lands when necessary.
  • Provide land stewardship in perpetuity.
  • Promote citizen participation in protecting our rural heritage.

Terms and Conditions
The special events coordinator shall make a good faith effort to market the two buildings in order to maximize sales and receipts. The special events coordinator will establish a schedule of reasonable rates, fees and charges for use of the both facilities, which will be reviewed and approved by the WG Land Trust. No use of the Premises will be allowed without the person(s) paying the appropriate rates without the approval and consent of the WG Land Trust. A digital calendar of events scheduled for both buildings must be documented along with a copy of each special event agreement must be provided to the secretary of the WG land Trust on a monthly basis.

The Special Events Coordinator shall provide an accountant statement of all sales and receipts for the operation of the special events held at the end of the operating season [Calendar Year]. Failure to provide this document will automatically terminate the contract.

The Special Events Coordinator must have prior written approval from the Land Greenwich Land Trust for any improvements to buildings, grounds, structures or installation of any new equipment.  Any permanent improvements will become the property of the West Greenwich Land Trust at the termination of this agreement.

The Special Events Coordinator will be responsible for the removal and disposal of all trash from the buildings and grounds before and after each event. The Special Events Coordinator will be responsible for the cleaning of buildings and grounds and make arrangements for all portable toilets as required for the event. The WG Land Trust will furnish all necessary supplies for the maintenance of both buildings and grounds excluding cleaning supplies. The WG Land Trust will be responsible for keeping the grass mowed and trimmed for both facilities.

The Special Events Coordinator shall not give gratuities or discounts to the public, Land Trust members or to employees of the Town of West Greenwich.

The West Greenwich Land Trust will be responsible to provide and pay for all utilities associated with the Palmer Meeting House and the Plain Meeting House.

The Special Events Coordinator shall save the West Greenwich Land Trust and the Town of West Greenwich harmless from, or on account of, any loss, cost, injury or damage by reason of any liability, or claim of liability for injury to person, or damage to property, arising out of his or her operation of this agreement. The Special Events Coordinator shall provide at his/her own expense public liability insurance, if warranted, in the amounts and in such form as may be satisfactory to the Town of West Greenwich, which insurance shall name the Special Events Coordinator and the West Greenwich Land Trust as the additional insured with endorsement included.

The Special Events Coordinator will comply with all local ordinances or state laws governing these two properties including the local and state Fire Code and all related rules and regulations.

The Special Events Coordinator cannot sublet or assign any aspect of this agreement without prior written approval of the West Greenwich Land Trust. Any authorized subcontracts must meet all proper licensing and Insurance requirements as deemed appropriate by the WG Land Trust.

The Special Events Coordinator and the West Greenwich Land Trust shall, before the start of each season, go through the buildings and grounds and agree on conditions, outstanding repairs that should be made, and also, to verify major winter damages that are in need of repair.

The two buildings presently have the appropriate number of fire extinguishers located within each building and properly signed.

The Special Events Coordinator and the West Greenwich Land Trust shall agree and modify the list of operating procedures and restrictions as required on an annual basis.

The following restrictions are in place for the operation of the Palmer Meeting House and Plain Meeting House:

  • The buildings are unheated.
  • The buildings have no water.
  • The buildings have no restroom facilities.
  • The buildings are not ADA accessible.
  • No rice, confetti, etc. is allowed to be used on the premises.
  • No alcohol is allowed on the premises.
  • The Palmer Meeting House site has limited parking; off-site parking may have to be obtained.
  • The building capacity by local ordinance is 65 people.
  • Building preparation and cleanup is the responsibility of the event applicant.
  • All trash is the responsibility of the organizer of the event and must be removed from the premises.
  • Any cleaning expenses and/or damages beyond normal wear and tear will be billed on an hourly basis, if required.
  • Liability Insurance as designated may be required listing the West Greenwich Land Trust as additional insured.
  • Other expenses:
         Port-A-Johns [if required]
         Building Preparation [if required]
  • Presently the West Greenwich Baptist Church utilizes the Plain Meeting House for services two [2] times per year: the second Sunday in June and the first Sunday in October.

Please click here to submit your proposal to Steven Wright, Chairman of the West Greenwich Land Trust.

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