Event Contractor-Request for Proposals

SERVICES REQUESTED

The Consultant/Planners role will include:

Event Formulation and Project Management:

• Develop high-level timelines and budget with milestones and deadlines
• Work with staff and vendor(s) to optimize the event for raising funds and building relationships with supporters

• Organize event details and logistics
• Meet regularly with the Amara event team to review progress and advance goals
• In collaboration with the Amara team help create a meaningful well-scripted program that inspires our audience. (Amara shall have final approval of program elements and timing)
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• Coordinate event meetings with Amara Staff and Amara Board Committees by scheduling preparing materials taking notes following up with deliverables and tracking overall progress toward event timelines.
• Provide guidance on best practices including post-event stewardship
• Research various event options based on event strategies budget event integrations and make recommendations for donation and registration platforms as needed
• The Planner will support Amaras team in event seating and support with tools and plans

for successful table host recruitment.

Logistical Support:

• The Planner shall be the designated vendor contact and be responsible for booking and managing event logistics. The venue shall be booked 120 days or more before date the Event is scheduled to occur. The Amara team shall have final approval of the venue booked.
  • The Planner shall be the designated point of contact for leading tech rehearsals event layout seating Audio & Visual and develop an event-day logistical workplan (including set-up and tear-down and accessibility accommodations for attendees).
  • The Planner shall be point of contact and support in determining staff volunteer roles coverage needs and preparation of any materials needed for volunteers. (The Amara team will be responsible for volunteer recruitment).
• The Planner in collaboration with the Amara event team will manage the event-day run of show effectively responding to last-minute requests and needs.
• The Planner will as needed solicit bids act as primary contact and be responsible for hiring all vendors necessary to work the event with the Amara team having final approval over all vendors hired. The Planner will coordinate with chosen vendors to obtain review and verify final invoices. When possible preference should be given to small businesses minority-led and women-operated.
• The Planner will with the support and final approval of Amaras event committee act as point of contact for featured speakers (including keynotes programs sponsors and with the Board of Directors) and Emcee bookings ensuring compliance addressing hospitality needs and overseeing communication around contract requirements and event preparation for those featured both before during and after the event.
• The Planner shall be designated point of contact and responsible for providing all catering necessary at the event including menu planning with the Amara team having final approval over all food and beverages to be served at the Event.
• The Planner shall be designated point of contact for Amara attendees to support and optimize pre-event and event day registration process. Amara will provide a designated staff member as registration lead and who is responsible for day-to-day data entry reconciliation acknowledgements RSVP management and table assignments.

Sponsorship Communications & Marketing Support:

• Monitor fulfilment of benefits promised to sponsors to ensure commitments are met
• Act as a second pair of eyes to help proof event materials both digital and printed

Qualifications :

PROPOSAL REQUIREMENTS FOR INTERESTED BIDDERS

Given the scope of work outlined here the maximum allowable bid is $20000 USD. Proposals exceeding this amount will not be considered.

Interested contractors should submit a proposal that includes:

1. Cover Letter & Resume
   1. Brief introduction interest in working with Amara and experience in the field
2. Approach & Work Plan
   1. Description of how you would approach the scope of work and collaborate with staff Be sure to include your approach to transparency and project management.
   2. Please include how you approach organizing events ensuring you are designing and organizing materials engaging in conversations and event planning through the lens of Diversity Equity and Inclusion especially when engaging with vendors staff and volunteers
3. Experience & Sample Work
   1. Please share relevant event experience and one (1) sample of your work (redacted if needed)
4. Fee Structure
   1. Hourly rate retainer options or mixed models
5. References
   1. At least two previous clients (current or past) familiar with your work

Evaluation Criteria

Proposals will be evaluated based on:

1. • • Alignment with Amaras mission values and program areas
     • Relevant experience and demonstrated success
     • Feasibility and transparency of fee structure
     • Ability to collaborate effectively with Amara staff and timelines
     • Cultural competence and commitment to equity-centered practices
2. Timeline

• RFP released: August 3rd 2026
• Proposals due: August 31 2026 by 11:59pm PST
• Interviews (if needed): September 3rd and September 4th
• Selection announcement: September 14th
• Anticipated start date: January 11 2027 Anticipated end date: June 30 2027

Additional Information :

Submission Instructions:  Please submit your proposal by Monday August 31 

Amara encourages proposals from individuals and firms with diverse backgrounds lived experience and identitiesespecially those who reflect the communities we serve including BIPOC and LGBTQ professionals.

Remote Work :

No

Employment Type :

Contract