RFP: Event Coordinator
Event Coordinator | Request For Proposal
I. Introduction:
Metro DEEP is seeking proposals from qualified event coordination professionals or agencies to organize and execute successful Economic Development Events throughout 2024. We are looking for a skilled and experienced event coordinator to manage all aspects of the events; ensuring a seamless and memorable experience for our attendees, partners, and Metro DEEP Tribe Members.
II. Objectives:
Manages production from start to finish, conducting short- and long-term planning, aiming to create memorable events Executive Administrator is available to help with project management tracking, emails, etc.. (30 minute check in per week for overall project management integration)s. (30 minute team meeting per week for organizational development).
Develops, recommends, and approves, marketing and merchandising plans, audio-video components, speaker and guest logistics, safety and security, participant services, and other aspects of events.
Scouting locations, soliciting bids, managing vendor relationships, creating and negotiating contracts, and managing budgets
Event Design and Conceptualization:
Co-develop a unique and captivating event concept with a comprehensive design plan to create a setting that matches the vision.
Venue Selection and Management:
Conduct relevant research to identify (and document for systems and list development) the most suitable venues based on event requirements, guest capacity, location, and budget.
Coordinate with the venue staff, manage setup and breakdown, and oversee any necessary permits or licenses.
Vendor Coordination:
Metro DEEP will curate a handpicked selection of reputable BiPOC vendors, including caterers, entertainers, photographers, florists, and any other necessary services. Provider will then coordinate those players with the assistance of our Executive Administrator. (30 minute check in per week)
Timeline and Logistics Management:
Manage and Update a detailed event timeline, to represent every aspect of the event from setup to teardown.
Manage all logistical elements, including transportation, parking, Keynote speaker & guest accommodations, and any other necessary arrangements.
Work closely with you to ensure a seamless flow of activities, allowing you and your guests to fully enjoy the event without worrying about any behind-the-scenes details.
On-site Event Coordination:
Present on-site throughout the entire event to oversee all operations, troubleshoot any issues, and ensure a smooth execution. On average 5 hours before Gala start and 2 hours before an EEC start.
Manage the event timeline, coordinate with vendors, handle any last-minute changes, and ensure your event runs flawlessly.
Post-Event Wrap-Up:.
1 hour event debrief
After the event, conduct a thorough review to ensure all aspects of the event met or exceeded expectations.
Ensure vendor payments are made, return rental items, and provide a final summary of each event's success.
III. Scope of Work:
2024 Events Included:
Economic Empowerment Conference - Tools for Congruence & Development | March 22nd & 23rd
Gala | June 1st
Economic Empowerment Conference - Tools for Execution & Thriving | September 6th & 7th
Annual Appreciation Event | December 6th, 7th, & 8th
The selected event coordinator will be responsible for, but not limited to:
Event Conceptualization and Planning
Venue Selection and Coordination
Budget Development and Management
Vendor Coordination and Management
Event Promotion and Marketing
On-site Event Management
Post-event Evaluation and Reporting
IV. Proposal Submission Guidelines:
Interested parties should submit a comprehensive proposal that includes the following:
Cover Letter
Company Overview and Experience
Proposed Event Plan
Budget Proposal
References
Other relevant supporting documents
V. Proposal Evaluation Criteria:
Proposals will be evaluated based on the following criteria:
Relevant Experience
Creativity and Innovation
Budgetary Considerations
References
Proposal Presentation
VI. Timeline:
RFP Release Date: 02/13/2024
Deadline for Questions: 02/21/2024
Proposal Submission Deadline: 02/28/2024
Proposal Review Period: 03/01/2024 - 03/10/2024
Notification of Shortlisted Candidates: 03/11/2024
Interview/Presentation Period: 03/12 - 03/15/2024
Final Decision and Contract Award: 03/20/2024
VII. Point of Contact:
For any questions or clarifications related to this RFP, please contact:
Simone Renee
Chief Operating Officer
VIII. Submission Instructions:
Please submit your proposal by [Submission Deadline] to:
Metro DEEP
2900 Welton St., Suite 211
Denver, CO 80205
admin@metrodeep.com
IX. Confidentiality:
All proposals and related materials submitted will be treated as confidential.
Metro DEEP reserves the right to accept or reject any or all proposals received in response to this RFP. We look forward to receiving your proposals and working together to make our 2024 events a success.
Disclaimer:
This RFP does not constitute a contract or commitment of any kind. The organization reserves the right to reject any or all proposals received in response to this request. Submission of a proposal indicates acceptance of the terms outlined in this RFP.
Sincerely,
Simone Renee
Chief Operating Officer
Metro DEEP
admin@metrodeep.com
www.metrodeep.com
@metrodeeptribe
