Temporary Event Planner

Request for Proposals | Temporary Event Planner

Location: Remote, with travel to events

Contractor Timeframe: October 15, 2025 – April 30, 2026

Compensation: $50,000 maximum

INTRODUCTION

The Institute for Citizens & Scholars (“Citizens & Scholars”) is seeking proposals from qualified event planners to develop and execute our fall and winter events (convenings). This position provides temporary coverage for our Director of Events, who will be taking leave in early December. In the fall, you will support the Director of Events with late-stage preparation for two events in Washington, D.C. as a means of getting to know the C&S approach/process. For later convenings, you will engage more directly with early-stage preparation for two January events in D.C. and will take the lead on those events when the director goes on leave. We are looking for experienced professionals or firms who specialize in event planning from concept to day-of management.

TIMELINE

• RFP Release Date: September 25, 2025
• Proposal Submission Date: October 6, 2025
• Selection of Event Planner: October 10, 2025

KEY EVENTS (must attend in person):

October 23-24, Washington DC (Georgetown University)

Affective Polarization Convening (Part 2)

Approximate # of attendees: 100-110 + 6-8 staff + 12 speakers

• October 23: Measurement Brain Trust gathering (tentative, approximately 12 ppl) + dinner for convening attendees (approximate #)
• October 24: Affective Polarization Convening (approximately 110 attendees, 3 panels—agenda organized by program team)

January 19-21, 2026, Washington DC

Campuswide Immersion (CWI) Convening—Cohorts 1-3

Approximate # of attendees: 42-45 + 6-8 staff + 1 speaker

• January 19: Informal dinner for those in D.C. early
• January 20-21: Event sessions

January 23-25, 2026, Washington DC

Leadership Council Convening, College Presidents for Civic Preparedness

Approximate # of attendees: 20-25 + 6-8 staff + 1-2 speakers

• January 23: Opening dinner
• January 24-25: Event sessions (primary venue)

KEY RESPONSIBILITIES & SPECIFIC TASKS

October-November 2025

Shadow/support incumbent (30 hours/week)

Specific tasks:

• Support planning/coordination/arrangements for October 23-24 events in D.C. with Georgetown University hosts (assist/get familiar/observe C&S approach & process)
• May include:
  • Hotel planning, rooming lists
  • Meals/BEOs/headcounts/seating plans
  • Registration/RSVPs/surveys/attendee communications
  • Prep of nametags, materials, etc.
  • Transportation (e.g., shuttles to campus; attendees manage own flights/trains/local transport)
  • Room arrangements/breakouts/etc.
  • Communication with local contacts at campus
  • Vendor payments and follow-up reimbursements
  • Expense tracking and budget management
• Attend in-person October 23-24 events in D.C. with Georgetown; provide any onsite hands-on support required
• Support early planning/coordination/arrangements for January 2026 events in DC (with a local contact on the DC end)
• May include:
  • Hotel planning, rooming lists
  • Meals/BEOs/headcounts/seating plans
  • Registration/RSVPs/surveys/attendee communications
  • Prep of nametags, materials, etc.
  • Transportation (e.g., shuttles to TBD campus; attendees manage own flights/trains/local transport)
  • Room arrangements/breakouts/etc.
  • Communication with local contacts at TBD campus
  • Vendor payments and follow-up reimbursements
  • Expense tracking and budget management
• Potentially support registration/sign-on for one October virtual event (Presidents Forum) w/30-40 participants (depending on leave dates)
• Potentially support early planning for Faculty Institute event in summer 2026; potentially support Faculty Institute virtual gatherings
• Potentially support early planning for Carnegie Young Leaders event in summer 2026

Early December 2025 (approximately)

Incumbent leave begins

Temporary events lead role (40 hours/week):

• Take over planning/coordination/arrangements for Jan 2026 events in D.C. (with a local contact on the D.C. end)
• May include:
  • Hotel planning, rooming lists
  • Meals/BEOs/headcounts/seating plans
  • Registration/RSVPs/surveys/attendee communications
  • Prep of nametags, materials, etc.
  • Transportation (e.g., shuttles to TBD campus; attendees manage own flights/trains/local transport)
  • Room arrangements/breakouts/etc.
  • Communication with local contacts at TBD campus
  • Vendor payments and follow-up reimbursements
  • Expense tracking and budget management

Jan 19-21, 2026

Temporary events lead role (40 hours/week):

Attend/support CWI convening—Cohorts 1-3, Washington D.C.

Approximate # of attendees: 42-45 + 6-8 staff + 1 speaker

• Jan 19: Informal dinner for those in D.C. early
• Jan 20-21: event dates

Jan 23-25, 2026

Temporary events lead role (40 hours/week):

Attend/support CP2 Leadership Council Convening, D.C.

Approximate # of attendees: 20-25 + 6-8 staff + 1-2 speakers

• Jan 23: Opening dinner
• Jan 24-25: Primary venue

February-late March 2026

Temporary events lead role (40 hrs/wk):

• Follow-up to above events
• Support registration/sign on for two virtual events (Presidents Forum) in February and April w/30-40 participants
• Support early planning for Faculty Institute event in summer 2026; potentially support Faculty Institute virtual gatherings
• Support early planning for Carnegie Young Leaders event in summer 2026
• [Unconfirmed] Support early planning for Our Voices Summit event in summer 2026 if required
• Other support as needed

Late March 2026

Director of Events returns from leave

March-April 2026

Support incumbent (30 hours/week)

Support incumbent’s transition back to work, including follow-up on above events (payment processing, etc.) and additional support on summer 2026 events

BUDGET

The budget for this work will be $50,000. For the time spent overlapping with the Director of Events prior to her leave the position will require approximately 30 hours per week. During her leave, the requirement will be up to 40 hours per week. All related expenses, including but not limited to printing, postage, mail house, and email platform fees, will be paid separately and directly by Citizens & Scholars above and beyond this contractual fee. Payment terms and invoicing schedule will be negotiated with the selected contractor.

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