Event Contractor-Request for Proposals

SERVICES REQUESTEDThe Consultant/Planner’s role will include:Event Formulation and Project Management:Develop high-level timelines and budget with milestones and deadlinesWork with staff and vendor(s) to optimize the event for raising funds and building relationships with supportersOrganize event details and logisticsMeet regularly with the Amara event team to review progress and advance goalsIn 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) 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 stewardshipResearch various event options based on event strategies, budget, event integrations, and make recommendations for donation and registration platforms, as neededThe Planner will support Amara’s team in event seating, and support with tools and plansfor 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 Amara’s 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 metAct as a “second pair of eyes” to help proof event materials, both digital and printed