ONG (Setor Social)
Event Management Partner
Detalhes
Descrição
Project Overview
We Build Progress and Progressive Caucus Action Fund are 501(c)(3) and 501(c)(4) nonprofit organizations operating at the intersection of policy, advocacy, and movement building. Together, we are planning a national summit in Washington, DC in February 2027 that will convene approximately 300-500 attendees, with invitations extended to more than 600 leaders from across the progressive movement.
The two-day event will feature plenary and breakout programming, an evening reception on the first day, and a closing networking reception on the second day, all hosted at a single Washington, DC hotel venue. Programming strategy, content development, speaker recruitment, and sponsorship cultivation will be led by our internal team.
We are seeking an experienced event management partner to serve as an extension of our team by providing comprehensive project management, logistics coordination, attendee registration and management, accessibility planning, vendor oversight, and onsite execution support from August 2026 through March 2027. The selected partner will work within an established governance structure led by our Chief of Staff and collaborate closely with internal functional leads while respecting internal ownership and approval processes.
Because the Summit is jointly hosted by 501(c)(3) and 501(c)(4) organizations and will include Members of Congress and other high-profile participants, the selected partner should be comfortable operating in a compliance-conscious nonprofit environment and with discretion when working with high-profile individuals. We are seeking a strategic event management partner that can deliver exceptional project management and operational support while demonstrating thoughtful stewardship of nonprofit resources and a practical approach to execution. We are particularly interested in a partner that can deliver a highly professional, polished, mission-driven, inclusive, and accessible event experience for a Washington, DC policy and advocacy audience while functioning as a proactive, embedded extension of our team.
Consistent with our organizational values, we also encourage proposals from woman-owned businesses and other diverse firms whose experience and approach align with the goals of this engagement.
Scope of Work
The selected event management partner will provide end-to-end event management support, including but not limited to the following areas:
Project Management & Planning
- Serve as the event management lead for logistics and production throughout the planning process
- Review, validate, refine, and operationalize the existing Summit master workplan and planning timeline, supplementing it where appropriate
- Coordinate planning meetings and maintain action-item tracking
- Provide regular status updates and planning recommendations
- Track event budgets, monitor expenditures, identify potential issues, and support reconciliation efforts following the event (budgets and final spending approvals will remain with organizational staff)
- Coordinate effectively with existing consultants and organizational staff during onboarding and throughout implementation to ensure continuity of planning efforts
- Within thirty (30) days of contract execution, deliver an Integrated Event Production Plan that builds upon existing Summit planning materials and incorporates vendor management, customer relationship management, staffing, production milestones, communications cadence, risk management, onsite execution planning, and post-event closeout into a unified operational framework
Venue & Hotel Coordination
- Serve as primary operational point of contact with the hotel venue and coordinate closely with organizational staff on strategic decisions
- Coordinate venue logistics, catering, A/V requirements, room setup needs, and staffing requirements
- Monitor room block reservations, attrition risk, and provide recommendations on room utilization and management
- Coordinate venue walkthroughs and planning meetings
- Manage venue-related logistics before, during, and after the event
Vendor Management
- Identify, recommend, or advise on vendor selection as needed, recognizing that several vendors may already be under contract at the time of engagement
- Manage relationships, contracts, timelines, and deliverables for event vendors
- Coordinate planning and communication among vendors including, but not limited to:
- A/V and production vendors
- Photography, videography, and livestream vendors
- Security vendors
- Entertainment vendors
- Temporary event and registration staffing vendors
- Printing and signage vendors
- Translation, interpretation, and accessibility service vendors (e.g., ASL, CART, and language access services)
- Additional event support vendors as needed
- Develop vendor briefing materials and coordinate vendor walkthroughs and planning meetings
- Manage vendor performance, timelines, deliverables, and onsite execution throughout event production
- Proactively identify vendor-related risks, conflicts, or dependencies and recommend mitigation strategies
Registration & Attendee Management
- Support the selection, configuration, implementation, and ongoing management of the registration platform and event application to ensure an intuitive, accessible, and seamless attendee experience
- Develop and manage registration processes, attendee tracking systems, and onsite check-in workflows, include badge/nametag production and attendance tracking
- Manage attendee communications and support attendee engagement through the registration platform and event application before and during the Summit
- Coordinate attendee accommodations, including those related to dietary restrictions and accessibility needs
- Track registration progress and provide regular reporting and recommendations (invitation lists will be developed by the organizational staff)
- Support attendee questions and provide registration support
- Communicate relevant logistical, transportation, and hotel information
- Coordinate travel, lodging, and related logistical support for a limited number of invited guests whose expenses are covered by the organization
- Coordinate integrations between registration, payment processing, communications, and reporting systems
- Support post-event surveys and reporting
Communications Support
- Develop and manage attendee communications content and cadence
- Draft and distribute registration updates, event announcements, logistical communications, and reminders
- Support development of summit website copy, invitation language, and other event-related communications
Speaker & VIP Logistics
- Coordinate and communicate logistical support for speakers (once confirmed by organizational staff)
- Coordinate speaker schedules, arrival information, and onsite needs
- Support VIP logistics and movement planning, including walkthroughs, as needed
- Coordinate green room operations, speaker readiness, and backstage logistics, as needed
Accessibility, Equity, & inclusive Event Design
- Integrate accessibility and inclusive design principles into planning from project inception
- Coordinate interpretation, captioning, and other accessibility services as needed
- Assist with dietary accommodation tracking and communication
- Recommend and support implementation of accessibility best practices across event communications, registration, and operations
- Support accessible room layouts, clear directional signage (wayfinding), and an inclusive attendee experience
Security & Risk Management
- Coordinate planning and walk-throughs with venue security, security vendor, and relevant law enforcement
- Develop contingency plans and escalation protocols for operational disruptions
- Proactively identify operational risks and develop mitigation and contingency plans throughout the planning process
Materials
- Recommend, procure, and coordinate production of event materials and branded items, taking into account organizational values, accessibility, sustainability, and budget considerations
- Coordinate production and distribution of signage, name badges, printed materials, and other event collateral
- Ensure quality control on all signage, name badges, printed materials, and other event collateral, including confirming correct spellings, grammar, honorifics, titles, etc.
Project Governance & Reporting
- Support, actively participate in, and/or facilitate regular planning meetings and maintain action items
- Maintain the master project timeline, proactively monitor progress against key milestones, follow up with internal teams on outstanding deliverables, and drive timely completion of assigned tasks
- Track decisions, dependencies, and outstanding issues
- Provide regular written status updates and escalate risks proactively
- Coordinate across internal teams, vendors, and stakeholders to ensure alignment
Onsite Event Execution
- Lead onsite event operations and logistics, serving as the primary point of contact for operational troubleshooting and real-time decision-making during the event
- Develop and manage the master run-of-show and production schedule
- Coordinate event staffing plans and supervise event staff
- Coordinate vendor arrival and execution throughout event
- Oversee onsite check-in, badge distribution, and attendee flow
- Manage event flow across multiple simultaneous sessions and programming tracks
- Coordinate speaker, vendor, and VIP logistics onsite
- Serve as primary operational and logistics lead during the event
Post-Event Closeout
- Support vendor reconciliation, final invoicing, budget reconciliation, and contract closeout
- Compile attendance and registration reports
- Administer and analyze post-event surveys
- Organize and transfer key event files, materials, and documentation
- Support, actively participate in, and/or facilitate a post-event debrief and provide recommendations and lessons learned for future events
Ideal Event Management Partner Profile
We are seeking an experienced event management partner to serve as an embedded extension of our team, providing strategic leadership, proactive project management, and operational excellence for a complex nonprofit, advocacy, and movement-focused event.
Relevant Experience
- Experience planning and executing conferences, summits, leadership convenings, or similar events with 300+ attendees, preferably 500+ attendees
- Experience coordinating events involving elected officials, senior policymakers, public figures, philanthropic partners, movement leaders, or other high-profile participants
- Experience managing events with multiple simultaneous programming tracks, complex logistics, and numerous vendors
- Experience serving as a strategic project manager and operational lead over multi-month planning processes
Movement & Nonprofit Expertise
- Understanding of progressive movement organizations and values
- Experience working with nonprofit and advocacy organizations, including organizations operating within both 501(c)(3) and 501(c)(4) structures
- Familiarity with compliance, financial allocation, and operational considerations relevant to nonprofit advocacy events, including collaboration between 501(c)(3) and 501(c)(4) organizations
Accessibility, Equity, & Inclusive Event Design
- Demonstrated experience designing and executing inclusive and accessible events
- Experience integrating accessibility into planning from project inception
- Thoughtful approach to vendor and supplier selection that considers accessibility, labor practices, environmental sustainability, and alignment with organizational values.
- Experience implementing equitable participant experiences across registration, communications, programming, and onsite operations
High-Profile & Compliance-Sensitive Events
- Experience supporting nonprofit and public affairs events involving elected officials, senior policymakers, movement leaders, philanthropic partners, and other VIP participants, including familiarity with the unique operational considerations of Washington, DC—based policy and advocacy convenings
- Familiarity with compliance-sensitive environments and the operational considerations associated with nonprofit organizations and congressional participation
- Experience coordinating events with heightened security or complex stakeholder management requirements
- Experience operating with discretion when coordinating events featuring high-profile individuals with heightened security needs
Approach & Fit
- Highly organized and detail-oriented project management style
- Sound judgment and ability to proactively identify issues and solve problems with minimal supervision
- Ability to function as an extension of a small internal team
- Strong communication and stakeholder management skills
- Ability to balance professionalism and operational excellence with responsible stewardship of nonprofit resources
- Ability to integrate seamlessly into an existing planning structure
- Demonstrated philosophy around project management, stakeholder communication, decision tracking, issue escalation, and accountability
- Preference for candidates that primarily self-perform services while thoughtfully utilizing specialized subcontractors where appropriate
- Preference will be given to candidates that propose a dedicated project lead who will remain consistently engaged throughout planning and execution
Localização
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Proposal Requirements
Interested event management partners should submit a proposal (approximately 1,000–1,500 words, excluding attachments) that:
- Provide a brief overview of your firm or consulting practice, including relevant experience supporting nonprofit, advocacy, policy, philanthropic, public affairs, or other compliance-sensitive events, particularly those involving elected-officials, movement organizations, or 501(c)(3)/501(c)(4) entities.
- Describe up to three comparable engagements, including attendee size, event type, your role, key responsibilities, and notable outcomes or challenges.
- Provide representative work samples from comparable engagements, such as a production book, run-of-show, planning timeline, event website, attendee materials, event photographs, videos, or other artifacts that demonstrate your approach and execution. Proprietary or confidential information may be redacted as appropriate.
- If available, include links to publicly accessible event websites, registration portals, or recordings that demonstrate comparable work.
- Describe your proposed approach to this engagement, including your project management philosophy, stakeholder communication strategy, vendor coordination, attendee management, onsite execution, and methods for keeping complex projects on track.
- Identify the proposed lead consultant and their relevant experience, describe any additional team members or subcontractors who may support the project, and specify which services will be self-performed versus subcontracted.
- If applicable, please indicate whether your firm is woman-owned, minority-owned, veteran-owned, LGBTQ+-owned, disability-owned, or otherwise qualifies as a diverse business enterprise, and describe any relevant certifications or designations you wish to share.
- Confirm availability for the August 2026-March 2027 engagement period and ability to provide onsite support during the summit (February 4-5, 2027).
- Provide a detailed fee proposal, including what is included, assumptions, optional services, anticipated pass-through expenses, and any anticipated additional costs not reflected in the base proposal. Clearly identify any services, deliverables, or circumstances that would require fees beyond the proposed scope, and indicate whether pricing is fixed fee, hourly, or a hybrid model.
- Provide three client references from comparable engagements, including the organization name, primary contact, title, email address, phone number, and a brief description of the services provided.
- At least one reference should be from a project completed within the past three years.
- If selected: Provide a current Certificate of Insurance demonstrating, at minimum: (1) Commercial General Liability coverage of $1,000,000 per occurrence and $2,000,000 aggregate; (2) Professional Liability (Errors & Omissions) coverage of at least $1,000,000; (3) Workers’ Compensation coverage as required by applicable law; and (4) Cyber Liability coverage of at least $1,000,000, as the selected event management partner may handle attendee registration data, payment information, personally identifiable information, and other sensitive organizational information during the course of the engagement.
- We reserve the right to request additional insured status where appropriate.
Evaluation Criteria
Proposals will be evaluated holistically on the following criteria:
- Relevant experience planning and executing events of comparable size, complexity, and scope
- Experience supporting nonprofit, advocacy, philanthropic, or comparable movement organizations
- Experience supporting high-profile events involving elected officials, senior policymakers, movement leaders, philanthropic partners and other VIP participants
- Qualifications, experience, and availability of the proposed lead project manager and supporting team
- Quality, practicality, and thoughtfulness of the proposed approach
- Demonstrated experience designing accessible and inclusive events
- Ability to collaborate effectively within an existing structure and function as an embedded extension of a small internal team
- Capacity to successfully execute the engagement and provide onsite support throughout the Summit
- Overall value, cost reasonableness, responsiveness to the requested scope of work, and alignment with organizational needs
Submission & Timeline
Questions and proposals should be directed to summit@webuildprogress.org. Responses to substantive questions may be shared with all prospective respondents, as appropriate.
Please use the subject line: 2027 Summit Event Management RFP Submission.
Questions Deadline: July 10, 2026 — Clarifying questions must be submitted by this date
Proposal Deadline: July 17, 2026
Decision/Notification Date: July 31, 2026 — All applicants will be notified by this date
Anticipated Start Date: August 3, 2026
We reserve the right to modify this timeline, request additional information, conduct interviews, negotiate with one or more respondents, or decline to make an award.
Respondents should provide a detailed fee proposal outlining all anticipated costs, optional services, assumptions, and any expected pass-through expenses.
The selected event management partner will be required to maintain appropriate insurance coverage throughout the term of the engagement.
We look forward to reviewing proposals from experienced event management partners and identifying a collaborative partner to help bring the 2027 Summit to life.
