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Contractor

Request for Proposal (RFP): Event Contractor

Issued by: Juntos Community
Issue Date: April 8, 2024
Proposal Priority Due Date: Fri, April 19, 2024 

1. Introduction

Juntos Community, a 501(c)(3) nonprofit focused on empowering undocumented families towards achieving upward mobility and building generational wealth, invites experienced event planning contractors to submit proposals for organizing our annual celebration. The contractor will be responsible for the end-to-end planning and execution of our annual celebration event in August, 2024. The total budget for the event is $10,000, with a contractor fee ranging from $1,500-$3000.

2. Project Overview

We aim to host an annual event that encapsulates our journey, successes, and vision through an evening of music, a live band, a silent auction, giveaways, and a selection of drinks catering to all preferences. This event is not only a celebration but also a crucial fundraising initiative to further our cause. The event budget is $10,000. The contractor’s fee range is $1,500-$3000. 

Event Details - 

  • Event Date: August 2024 - 

  • Expected Attendance: Up to 150 guests - 

  • Venue: TBD (proposals welcome) - 

  • Key Features: - Ticketed entry - Live entertainment and diverse music genres - Silent auction aligned with our mission - Engaging giveaways - Inclusive catering with a variety of beverage options.

3. Scope of Work

The contractor will be responsible for: 

  • Creative Planning: Crafting a compelling event theme that mirrors our nonprofit's ethos. 

  • Venue Sourcing: Identifying a fitting venue that supports our event's scale and activities. 

  • Entertainment Booking: Securing a live band and managing diverse musical arrangements to ensure a dynamic event atmosphere. 

  • Auction and Giveaways: Organizing a silent auction and managing giveaways that reflect our values. 

  • Catering Management: Providing a wide range of food and beverage options to cater to our guests' diverse preferences. 

  • Event Logistics: Managing all logistical aspects from setup to teardown. The contractor is required to be on site during the date of the event.

  • Promotional Activities: Assisting in event marketing to maximize attendance and ticket sales. 

  • Budget Oversight: Developing and adhering to a budget, ensuring a cost-effective yet quality event experience. 

Time commitment: 

  • 2-5 hrs per week from the start date of contract to the near final week of the event. On the week of the event, expected to work 10-20 hrs. 

  • Bi-weekly check-ins with Juntos team leading up to the final month before event. 

  • Weekly check-ins with Juntos team in the final month before the event.  

 

4. Proposal Requirements Proposals should include: 

  • Contractor Background: A brief introduction to your company, highlighting your mission and showcasing relevant event planning experience. Details about the team members designated for this project.

  • Event Concept Proposal: Your vision for the event, including thematic, entertainment, and feature suggestions. 

  • Event Portfolio: Samples of previously managed events, particularly those of similar scope and ethos. 

  • Budget Proposal: An itemized budget plan within the allocated $10,000 budget for the event.

  • References: Contact details for a minimum of three (3) references from previous clients.

  

Budget 

The total budget for this event is $10,000. We have a range for contractor’s fee: $1,500-$3000. Proposals should provide a detailed budget breakdown that maximizes the use of these funds towards creating a memorable and impactful event. Proposal should include a fixed contractor fee requested within the range we have provided.

5. Evaluation Criteria

Proposals will be assessed based on the contractor's expertise, creative approach, alignment with our mission, budget efficiency, and the overall potential impact of the proposed event concept. We are eager to partner with a contractor who shares our passion for making a difference and can help us turn our annual celebration into a catalyst for furthering our mission. 

6. Submission Details

Please submit your proposal electronically to admin@juntoscommunity.org by Friday April 19, 2024. For any inquiries regarding this RFP, contact Luis Antezana at admin@juntoscommunity.org

 

We appreciate your interest in contributing to Juntos Community’s cause.

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