M4BL: Request for Proposal for Event Planner Services

Overview and Background

M4BL (Movement for Black Lives) will celebrate its 10th anniversary from late 2024 to mid-2025. As part of this milestone, we will honor and recognize our ecosystem's contributions, achievements, and influence. Our commemoration aims to highlight our movement leaders and ecosystem organizations with asynchronous and synchronous events, including a gala attached to an organizing event. The role of the consultant in this context is crucial. This consultant will be expected to provide all services necessary and appropriate to execute the M4BL@10 Gala on July 26, 2025. We are looking for a professional and creative team to help us make this event a memorable and successful experience.

Scope of Work

The consultant will be responsible for the following tasks:

• Initial consultation with the steering committee to discuss event goals, theme, and requirements
• Venue selection and negotiation of contracts
• Budget management and cost control
• Event design. Including decor, light, and layout
• Coordinator of vendors such as catering, entertainment, audiovisual, and transportation
  • Meet and act as the primary point of contact for related vendors
• Development and implementation of a comprehensive event timeline Draft, execute, and distribute a complete production schedule for the culmination of the event
• On-site management and supervision during the event
• Provide steering committee with regular updates on M4BL@10 gala progress on the timeline
• Participate in bi-weekly or any additional meetings as needed, reasonably requested by the M4BL@10 steering committee.
• Post-event evaluation and follow-up.
  • Work with the fundraising committee to prepare a final expense report for budget reconciliation, including actual costs, in-kind contributions, and discounts.
  • Provide participant, vendor, and sponsor evaluations and thank you letters. Other duties assigned

Qualifications

The ideal candidate should possess the following qualifications:

1. Experience + Expertise
2. Creativity
3. Organizational + Communication skills
4. References + Professionalism

Proposal Submission Requirements

Proposals should include the following information:

• Company profile, including relevant experience and examples of past events.
• Proposed approach to meeting the requirements outlined in the scope of work.
• Detailed breakdown of fees and expenses, including any commission or markup on vendor services.
• References from previous clients.
• Any additional information or creative ideas that you believe will enhance our event.

Evaluation Criteria

Proposals will be evaluated based on:

• Demonstrated experience in planning and executing events of similar scale and complexity with references.
• Knowledge of current trends, best practices, and event planning and management innovations.
• Ability to develop unique and creative event concepts that align with the objectives and theme of the event.
• Strong organizational skills and attention to detail.
• Proven ability to manage multiple tasks, deadlines, and stakeholders simultaneously.
• Excellent communication skills
• Proactive approach to problem-solving and decision-making.
• Flexibility to accommodate changing requirements, preferences, and circumstances.

Submission Guidelines and Deadline

Proposals should be submitted by August 15, 2024, to m4bl10@m4bl.org with the subject line “M4BL@10 Event Planner Proposal”. All proposals should be prepared comprehensively and concisely.

Contact Information

For any inquiries regarding this RFP, please contact Monifa Akowe-Halsey at m4bl10@m4bl.org.

ABOUT M4BL

The Movement for Black Lives is a national network of more than 150 leaders and organizations creating a broad political home for Black people to learn, organize, and take action. M4BL includes activists, organizers, academics, lawyers, educators, health workers, artists, and more, unified in a radical vision for Black liberation and working toward equity, justice, and healing.

Keywords

Event PlannerGalaConsultantEvent DesignBudget ManagementVendor CoordinationOn-site ManagementProposal SubmissionEvaluation CriteriaSubmission GuidelinesContact Information