Program Proposal Information

The Department of Parks, Recreation and Culture is always looking for new program ideas. Share your ideas for our upcoming seasons. Do you have a special talent or skill that you would like to share with the community? If so, check out the information below and submit your proposal through our on-line process. 

What is the process to get my program in the Activity Guide?

Start by developing a clear vision for your program, including a title, program objectives, description and requirements for space and equipment. We strongly recommend looking through our Activity Guide to see what kinds of classes we currently offer and how they are structured. Once you have an idea, fill out the program proposal form completely and submit it along with your resume and any relevant certificates. Twice a year, our Recreation Coordinators meet and review all proposals. If yours is shortlisted, one of the coordinators will contact you to discuss the next steps.

What do I need to submit with the form?

Please submit your resume noting teaching/instructional experience, as well as any certificates/awards relevant to the class you are proposing. Please do not include sensitive personal information (Social Insurance Number, Care Card, Driver's License Number, previously completed Police Information Checks or your date of birth).

How do I submit my proposal?

Use this on-line form. It will automatically be forwarded to our staff. If you have any questions, you can email us at program.proposal@nanaimo.ca. Hard copies of forms are no longer accepted.

How are programs selected?

Proposals are reviewed by our Recreation Coordinator team. Selection is based on a number of factors, but we attempt to choose unique programs and those we think will meet a need in our community.

I've missed the deadline! Can I still submit a proposal?

YES! We accept proposals year round. The selection committee only a couple times a year, but all proposals received are date stamped and collected for the next meeting.

Why are the deadlines so early?

Each Activity Guide takes months of preparation to put together, so our planning process starts early. This gives us enough time to meet with new instructors, work out the details of the program, input it into the computer, complete the necessary paperwork, submit the information to our graphic designer and proofread everything before it goes to print.

Is there anything I can do to improve the chance of my program being selected?

We strongly recommend you look through our Activity Guide prior to submitting a proposal to get a sense of what we already offer. We do our best to avoid over-programming classes that are similar, so look for a unique angle or a gap in our current classes. Programs that have a very specific niche market are not always successful, so we recommend starting with a broad scope beginner or introductory level class.

What is a reasonable price for a program?

Program pricing varies widely depending on factors such as the length of the program, how specialized the instruction is and the type of supplies required. As a starting point, we recommend looking through our current Activity Guide and finding something roughly similar to compare your proposed program with. We strive to offer affordable programs, but class fees must cover all costs.

Are your instructors volunteers?

Not usually. Instructors are generally paid for their work; however, some instructors do choose to volunteer. In these cases, the savings are passed on to the participants.

How much do you pay instructors?

Wages vary depending on a number of factors, including the specialization of the skill, length of time or experience instructing and the program budget. The cost of the program and the instructor's wage are not finalized until after a program has been selected and a program budget is completed, so if you aren't sure, just give us an estimate of what you would expect as fair compensation. Please note that we will not disclose wage information for current programs/instructors.

Can I propose a revenue sharing agreement instead of an hourly wage?

Revenue sharing agreements are most typically reserved for our contracts with businesses. While this is possible, please note that you will require a business license, general liability insurance (with the City of Nanaimo named as co-insured) and any applicable tax and WorkSafe numbers in place to negotiate this with us.

Are program instructors City of Nanaimo employees?

Instructors are not union employees; however, they are employed by the City of Nanaimo under the specific terms of their individual agreement.

What is the difference between a program and an advertisement in the Activity Guide?

Programs are listed in our Activity Guide with a title, description, instructor name and a barcode, as well as the date/time/cost information. They are standardized in format and are all registered through Parks and Recreation. Program space cannot be purchased.

Advertisements are much more varied in their content and layout and are purchased through our marketing team. If interested in advertising, please email parksandrecreation@nanaimo.ca, Our staff will be happy to contact you with advertising costs, sizes and deadlines for booking.

Maybe I would rather purchase an advertisement. How do I do that?

Please send an email to our marketing staff at parksandrecreation@nanaimo.ca. They will contact you with advertising costs, sizes and booking deadlines.

Do I get to choose where my program is held?

No. Our team will make a recommendation based on the space requirements you have submitted and the suitable space we have available.

When will someone contact me if my program has been shortlisted?

Generally, our selection meeting takes place two to three weeks after each submission deadline. If your program has been shortlisted, one of the Recreation Coordinators will be in touch with you within a month of that meeting.

It's been six weeks since the deadline. Why haven't I heard anything?

If you haven't heard back from us within 4 or 5 weeks, your proposal was probably not shortlisted. Due to the volume of proposals received, we regret we can only contact those who have been shortlisted. Proposals will be kept on file for one year from the date received and may be considered for future Activity Guides.

Why wasn't my program selected?

We consider many factors when shortlisting programs. If yours was not selected and you would like some feedback, please contact us at program.proposal@nanaimo.ca.

My program has been shortlisted! What's next?

Congratulations! A Recreation Coordinator will be in touch to set up a meeting with you. At that time, you will discuss details of the program, your teaching experience, possible dates/times, a program budget, required supplies and wages. You may be required to complete a Police Information Check (your coordinator will provide the appropriate form(s) if this is required) at this point in the process. Your coordinator will take care of inputting the program details into the computer and will then prepare a contract for you to sign. Depending on the agreement, there may be additional paperwork required. Your coordinator will walk you through the process.

What if I still have questions?

Please feel free to contact program.proposal@nanaimo.ca. Email is preferred; however, if you would rather meet in person, please contact us to make an appointment.