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Event Strategist Rfp


REQUEST FOR PROPOSAL FOR EXECUTION OF THE ANDREW GOODMAN FOUNDATION’S 2021 NATIONAL CIVIC LEADERSHIP TRAINING SUMMIT

      I.         OVERVIEW

The Andrew Goodman Foundation (“AGF”) is seeking a qualified and experienced professional/company (“Event Strategist”) to manage the execution of our nonpartisan annual Andrew Goodman National Civic Leadership Training Summit (“NCLTS”), to be held online on June 25-27, 2021, in conjunction with a national advocacy day on July 1, 2021. The Event Strategist’s services will include, but are not limited to, locating an appropriate digital platform; planning; helping obtain corporate sponsorships; event production; and overall event management coordination, including day-of-event coordination, budget management, programming, and implementation. For more detailed information, see SECTION IV. SCOPE OF WORK of this Request for Proposal (“RFP”) below.

     II.         ORGANIZATIONAL INFORMATION

At the height of the Civil Rights Movement, 20-year-old Andrew Goodman joined the Freedom Summer Project of 1964 to register Black Americans to vote. On his first day in Mississippi, the Ku Klux Klan murdered Andy and two other civil rights workers, James Earl Chaney and Michael Schwerner. Their murders struck a public chord throughout the United States and contributed to the eventual passage of the Voting Rights Act of 1965.

Robert and Carolyn Goodman created The Andrew Goodman Foundation in order to carry on the spirit and purpose of their son Andrew’s life. Today, AGF continues the legacy of Goodman, Chaney, and Schwerner by training the next generation of civic leaders, engaging young voters, and challenging restrictive voter suppression laws, all of which uplift our mission of “making young voices and votes a powerful force in democracy.” 

   III.         EVENT DESCRIPTION

NCLTS is the annual national convening that begins most students’ academic year and celebrates the hard work of our student grantees, who we call “Andrew Goodman Ambassadors.” At NCLTS we train our Andrew Goodman Ambassadors to organize and advocate for increased student voting on college and university campuses across the country. Due to the COVID-19 pandemic, last year we hosted our first-ever virtual convening and had about 10,000 participants, including Andrew Goodman Ambassadors, campus administrators and faculty (called Andrew Goodman Campus Champions), and guest speakers. 

Historically, our students travel from their campuses all over the United States to an in-person NCLTS in order to convene, collaborate, and learn promising practices for mobilizing student political non-partisan participation. After working on their individual campuses locally, this is usually the only time our Andrew Goodman Ambassadors meet in-person, and now virtually, as a whole national student voter engagement movement. 

Our Andrew Goodman Ambassadors have consistently articulated their appreciation for the powerful gathering space that NCLTS provides without the competing demands of college life. Additionally, they appreciate the opportunity to build relationships with their peers from different parts of the country, experts, academics, researchers, activists, and advocates, including civil rights icons from the 1960’s that they would not otherwise have access to. AGF works hard every year to curate meaningful peer-to-peer learning experiences and to place the Andrew Goodman Ambassadors at the center of their own learning and growth. There is an intentional balance between time with field experts and elevating the voices and leadership of our network. Andrew Goodman Ambassadors and participants generally leave the NCLTS with new knowledge, skills, tools and networks for increasing student access to the ballot. 

The mission of NCLTS 2021 is to provide hands-on training and community building opportunities for Andrew Goodman Ambassadors and Campus Champions, AGF staff, and other relevant stakeholders to a) effectively break down statutory and structural barriers to student voting, b) commit to acting and leading with anti-racist values, and c) build life-long civic leaders and organizers. This year’s theme will center around the 50th anniversary of the ratification of the Twenty-Sixth Amendment, which prohibited denying or abridging the right to vote based on age for those over 18. 

   IV.         SCOPE OF WORK

The Event Strategist will be expected to provide all services necessary and appropriate to manage and execute AGF’s NCLTS 2021, including but not limited to the services (“Services”) detailed herein.

The Services outlined herein are not intended to be exhaustive. The selected Event Strategist will be expected to be, among other things: organized; detailed-oriented; flexible; an effective verbal and written communicator; calm under pressure; experienced with national and digital convenings; and a negotiator in the best interest of NCLTS 2021 and AGF. Additionally, the Event Strategist must act consistently with AGF’s values on social justice, inclusion, and equity. 

  1. KEY PERFORMANCE INDICATORS (KPIs)
  2. AGF will continue to expand the scope and impact of its NCLTS 2021 by hosting the event virtually. The Event Strategist will work with AGF staff and vendors to help us achieve success by making the following four goals a reality:
  3. Create an interactive training experience for attendees that highlights the mission and vision of AGF, break down systemic barriers to civic learning and democratic engagement, facilitate community building and networking, and deliver hands-on training that focuses on learning outcomes grounded in organizing, civic engagement, and advocacy. We seek to engage 10,000 attendees through select plenary and training sessions, while the majority of the event will engage a smaller audience composed of Andrew Goodman Campus Teams (up to 300 individuals);
  4. Raise $250,000 in support of NCLTS 2021 through sponsorships, in-kind gifts, and media partnerships;
  5. Recruit celebrities and influencers to participate in NCLTS 2021 (including, but not limited to local activists, elected officials, celebrity activists);
  6. Launch a PR campaign within our campus network to recruit student participants.
  7. EVENT MANAGEMENT
  8. Establish regular ongoing communication with AGF; provide agendas and notes for standing meetings; work closely with AGF to determine the overall look and feel of NCLTS 2021, including the sessions, layout, and flow of the summit; and ensure effective internal communications and a collaborative process;
  9. Draft, manage, and finalize NCLTS 2021 project plans, budgets, timelines, deployment schedule and oversee execution of all related tasks with Senior Program Manager - Partnership Strategist;
  10. Identify potential challenges and recommend solutions;
  11. Serve as liaison with vendors, venues, sponsors, and other NCLTS 2021 stakeholders (“Third Parties”);
  12. Ensure NCLTS 2021 complies with applicable laws and regulations;
  13.  Ensure that NCLTS 2021 is secure from hacking and interruption by hostile outside parties;
  14. Ensure all authorized agents and/or staff of Event Strategist are qualified to perform services in accordance with best industry standards (Event Strategist will not subcontract any tasks to third parties without AGF’s prior written consent); and
  15. Exercise duty of loyalty and good faith in favor of AGF when negotiating with third parties (Event Strategist will present all contracts to AGF for AGF’s final approval), and will sign a confidentiality agreement with AGF.
  16. DELIVERABLES
  17. Collaborate with AGF staff, especially our Senior Program Manager - Partnership Strategist, to execute a project plan with estimated delivery dates and agreed upon budget, which details anticipated tasks and required expenses;
  18. Maintain a budget spreadsheet of vendor costs related to NCLTS 2021;
  19. Secure the best possible pricing for all expenditures relating to NCLTS 2021, providing documentation (unless waived by AGF) showing that a competitive, fair and transparent Request for Quotations process was used and followed, where at least three vendors are considered and details supporting the reasons why the selected vendor is ultimately recommended, with a preference for working with BIPOC led-companies when possible;
  20. Oversee and manage relevant vendor relationships, ensure vendor deliverables are delivered on-time, and maintain a vendor list as vendors are confirmed;
  21. Manage submission of all invoices to ensure payments can be made in a timely manner;
  22. Meet and act as primary point of contact for related vendors, including but not limited to the following:
  23. Digital Platform/Cyber Security
  24. Production
  25. Swag Distribution
  26. Work with Senior Program Manager - Partnership Strategist to provide AGF with regular updates on NCLTS 2021 progress on timeline;
  27. Draft, manage, and distribute a complete production schedule for the entire NCLTS 2021, including load in, setup, rehearsals, and strike to all parties (including the client, vendors, and digital platform host (as needed));
  28. Collaborate with AGF to develop a script outline, gather remarks, and review all pre-recorded video content;
  29.  Provide timing cues for the overall event script to keep program on time and on message;
  30. Produce a final script and distribute to participants, including the host(s), in advance of technical rehearsals;
  31. Develop a deployment schedule for execution of “day-of NCLTS” and days leading up to NCLTS 2021;
  32. Participate in weekly client meetings or any additional meetings as needed, or reasonably requested by AGF;
  33. Submit a post-event evaluation report with recommendations for AGF;
  34. Prepare final expense report for budget reconciliation to include in-kind donations, discounts, and actual costs;
  35. Provide participant, vendor, and sponsor evaluations and thank you letters; and
  36. Other duties as assigned.
  37. GENERAL MANAGEMENT
  38. Provide general administration, management, day-of execution and manage NCLTS 2021 registration;
  39. Create weekly reports for follow-ups and identify who should receive the reports;
  40. Collaborate with AGF staff to develop a run of show;
  41. Create a hotline where participants can receive tech support and respond to technical issues;
  42. Usher participants to the right digital locations for events and provide reminders when events are about to begin;
  43. Recruit, train, and supervise all staff and volunteers at NCLTS 2021; (Must comply with AGF’s Affirmative Action and Non-Discrimination policy compliance, and is compliant with Higher Education regulations relating to working with young people and students.)
  44. Oversee the design, sound, and construction of any digital banners that are appropriate for the digital platform and the needs of NCLTS 2021; and
  45. Ensure at least 2 full walk-throughs/rehearsals prior to NCLTS 2021.
  46. SPONSORSHIP FULFILLMENT
  47. Work with AGF Development Department staff and vendors to obtain corporate sponsorships for event and make sure that all corporate sponsorship promises are fulfilled appropriately using AGF’s owned, earned, and paid media;
  48. PRODUCTION MANAGEMENT
  49. Oversee the registration, ticket distribution process, including all necessary security measures;
  50. Oversee any necessary setup and strike of equipment, rentals, AV, staging, virtually-guided room setups, signage, sponsors banner, registration, gift bags, and any other related line items;
  51. Manage recording and editing of pre-recorded sessions;
  52. Work with Communications Director to manage live-streaming sessions;
  53. Identify the appropriate platform for the event, and support logistics of breakout rooms, transitions, sponsor recognition and other tech issues;
  54. Foster and facilitate collaborative spaces;
  55. Ensuring consistency in quality of recordings and live sessions;
  56. Coordinate volunteers and staff for NCLTS 2021;
  57. Execute the overall direction on NCLTS 2021 logistics; and
  58. Manage the swag/gift certificate/gift bags production and delivery.
  59. SPEAKER MANAGEMENT
  60. Support all participants before and during the event, including day-of greeting and ensuring smooth program participation;
  61. Draft, update, and finalize “run of show” documents including cue-to-cue;
  62. Oversee the execution of the program;
  63. Direct the execution of all A/V elements in coordination with all speakers;
  64. Work with Programs Team staff to schedule and manage rehearsals and draft briefing documents for program participants in collaboration with NCLTS 2021; and
  65. Support scheduling, management, and supervision of all rehearsals, video test runs, complete program rehearsal, performance rehearsals, etc.
  66. ARTIST MANAGEMENT
  67. Work with AGF to support all program participants before and during NCLTS 2021 (including any contractor performers);
  68. Draft and provide briefing information and confirmations;
  69. Provide day-of greetings and manage cues.

    V.         BUDGET

AGF’s budget for NCLTS 2021 is $175,000. The Event Strategist is responsible for securing the best possible pricing for NCLTS 2021 expenditures.

   VI.         PROPOSAL EVALUATION

AGF reserves the right to accept or reject any and all proposals, without prior discussions, and grant final acceptance to the proposal that best meets the needs and interests of AGF, in its sole discretion. AGF will be the sole judge of whether a proposal meets the required RFP criteria. 

Proposals will be evaluated on a rolling basis, with a target start date of April 5, 2021.

 VII.         CONFIDENTIALITY CLAUSE

Any information disclosed by AGF herein (and any related correspondence and/or attachments) is considered confidential and constitutes the proprietary information of AGF. All submission will become the property of AGF and will be treated as confidential between AGF and the Event Strategist. AGF will use its commercially reasonable efforts not to disclose the contents of the Event Strategist’s proposal to other participants or the public. AGF reserves the rights to discuss the submissions with its consultants, Board of Directors, the references provided by the Event Strategist, and other related parties during the evaluations process. 

VIII.         ACKNOWLEDGEMENT

By submitting a proposal, the Event Strategist acknowledges that it has read this RFP, understands it, and agrees to be bound by its requirements. 

Event Strategist understands and agrees that they are solely responsible for its own business expenses, except for pre-approved, reasonable business expenses related to NCLTS 2021. Event Strategist agrees to keep their fixed fee and other terms of their engagement open for at least sixty (60) days past the submission deadline.

Once the Event Strategist is selected, AGF and the selected Event Strategist must execute a Master Services Agreement (MSA) prior to the selected Event Strategist commencing services. The Event Strategist agrees that the MSA will be a complete and exclusive agreement and will supersede all prior communications between the parties. 

Should AGF and the selected Event Strategist be unable to agree on the terms of an MSA within a reasonable time (at AGF’s sole discretion), AGF reserves the right to suspend or terminate negotiations without notice, and to pursue negotiations with another Event Strategist. Any suspension or termination of negotiations shall be without liability to AGF or the selected Event Strategist(s). 

AGF may terminate this process (in its sole discretion) and issue a new RFP for the requested services. 

Each Event Strategist shall assume all fees and costs (including but not limited to legal fees) incurred in responding to this RFP and negotiating the MSA with AGF. AGF shall bear no liability for any costs, fees, or liability incurred in connection with this RFP or any responses thereto. 

Event Strategist agrees that it shall not directly contact any AGF Board of Directors members or those who may otherwise have an affiliation with AGF, in connection with responding to this RFP. Event Strategists who do not abide by this requirement may be disqualified from the RFP process. 

   IX.         QUESTIONS

Questions and submissions should be directed to Nicole Taylor, Senior Program Manager- Partnership Strategist, by email ONLY: nicole.taylor@andrewgoodman.org [1]. Phone calls will not be accepted.


  1. mailto:nicole.taylor@andrewgoodman.org

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