Request for Proposal: Event Planning Services for Nonprofit Fundraising Event

The selected event planner will take charge of various tasks and services throughout the event planning process. During the pre-planning phase, they will collaborate closely with our Event Management Team to grasp the event’s objectives and requirements. This involves sourcing vendors and rentals to meet specific program needs, utilizing existing partnerships and discounts where possible. They’ll handle arrangements for lighting, sound, makeup/hair, rentals, floral/decor, photographer, videographer, food & beverage logistics, signage procurement, as well as the development of VIP and Sponsor experiences. Additionally, they’ll conduct negotiations for quotes, making use of partnerships or supporting small businesses within NWNC. Creating a comprehensive layout and design for the event falls under their purview, alongside managing vendors and ensuring all necessary contracts and paperwork are in order. They’ll also coordinate with current contractors to ensure a smooth run of the show, conducting walk-throughs with venue, catering, and program leads. During the onsite phase, they’ll provide an onsite producer and additional staff, including a minimum of three on-site coordinators, to support the event. This includes setting up all rentals according to the NWNC-approved layout, coordinating A/V and sound contractors, and serving as a liaison between the venue, NWNC staff and board members, vendors, and attendees.