Request for Proposals (RFP) - Events Services

REQUEST FOR PROPOSAL

Event Planning Services for the 2025 ELSF Convening

Introduction

ELSF is seeking proposals from qualified event planning firms to manage and execute the 2025 ELSF Convening, a professional gathering designed to provide an engaging and meaningful experience for approximately 100 attendees, who are K-12 education curriculum providers. The event is scheduled for October 6-9, 2025 at The Trade Hotel in Milwaukee.

The selected firm will provide comprehensive event planning, logistics, and on-site support to ensure a high-quality event. This RFP outlines the scope of work, submission guidelines, and evaluation criteria. The event firm will work directly and most closely with the ELSF point of contact who will ensure final approval on various aspects of the event.

The anticipated start date for this contract will be between April 1 and May 1, 2025.

Event Overview

• Event Name: 2025 ELSF Convening
• Date: October 8-9, 2025 (with set-up days prior to the event)
• Location: The Trade Hotel
• Estimated Attendee Size: 100 | Staff Size in Attendance: ~10-15

Scope of Work

The selected event planning firm will be responsible for the following:

Event Vision & Attendee Experience

• Introduce creative themes and technologies to enhance engagement.
• Ensure the event is inclusive and accessible to diverse attendees.

Venue Management

• Serve as the primary point of contact with the venue and manage all on-site logistics using ELSF staff as necessary.
• Develop and communicate a preliminary floor plan for event spaces along with how registration and signage will be set up within the event space.
• Provide the ELSF team with key details of the venue including a venue map.
• Oversee, manage, and monitor the room block to meet the booking minimum and develop contingency plans for additional hotel accommodations.

Meeting Space Management

• Confirm all meeting space requirements with the venue.
• Obtain room capacity charts, maps, and materials.
• Allocate and oversee space usage for general sessions, breakouts, and meals.
• Arrange the shipment or ordering of necessary materials.
• Secure insurance documentation, if required.

Food & Beverage Management

• Meet with hotel catering to establish meal expectations and options that include a diverse set of options.
• Obtain menu pricing based on group size and budget.
• Develop and finalize Banquet Event Orders (BEOs) and seating arrangements.
• Address and manage attendees' dietary restrictions, ensuring all attendees have full meals and snacks available. Food should also be very clearly labeled with allergens specified by attendees.

External Vendor Management

• Work with ELSF’s former AV vendor and secure them for the event. If they are not available, create and distribute an RFP for AV services.
• Select and contract with an AV, photographers, and videographers.
• Manage AV and on-site photography/videography (may use ELSF staff to help).
• Coordinate additional vendor services as required.

Marketing & Branding

• Work with the ELSF marketing department to oversee event branding.
• Design and procure event signage, swag, and materials with ELSF point of contact.

Communications

• Create email templates for ELSF staff to send, providing updates and details as the event gets closer, such as date, time, location, agenda, session information, registration information, etc.
• Ensure emails go out in a timely manner.
• Other communication as needed.

On-Site Event Staffing & Registration

• Assess staffing needs and create an on-site staffing plan using ELSF staff as needed.
• Develop on-site roles and responsibilities.
• Ship/order all supplies to the venue.
• Design and print name badges, schedules, and event materials.
• Coordinate on-site logistics and registration.
• Be the main point of contact/elevation before and throughout the event.

Budget & Project Management

• Manage the event budget and provide regular weekly or biweekly updates to ELSF point of contact.
• Coordinate and assign tasks between vendor and ELSF Events Manager.
• Develop and maintain a comprehensive event project plan for all items listed on this RFP.
• Facilitate frequent planning calls with key ELSF team members.

Post-Event Services

• Summarize and analyze attendee feedback and evaluations.
• Transfer ownership of all Convening-related documents to ELSF
• Conduct a post-event debrief with key ELSF team members.
• Work with the ELSF finance team to process final payments and submit speaker reimbursement.

Proposal Submission Requirements

Interested firms should submit a detailed proposal of no more than three (3) pages

1. Company Overview:
   • Brief history and relevant experience in event planning.
   • Team members who will be assigned to this project.
2. Event Planning Approach:
   • Description of how your firm will execute the scope of work.
   • Strategies for creating an engaging and seamless attendee experience.
   • Processes by which you will work with the ELSF staff.
3. Budget Breakdown:
   • Pricing for event planning services and any potential additional costs.
4. Past Experience & References:
   • Examples of past events of similar scale.
   • Contact details for two references from clients with projects of a similar scale.
5. Timeline & Deliverables:
   • Proposed work plan for ELSF and milestones leading up to the event.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

1. Event Planning Experience
2. Approach & Creativity
3. Budget Feasibility
4. Past Performance & References
5. Project Management & Timeline

Submission Deadline & Contact Information

• Proposal Deadline: March 17, 2025
• Submission Email: nbravo@elsuccessforum.org and ssalma@elsuccessforum.org
• Points of Contact: Nicole Bravo and Sultana Salma

ELSF reserves the right to accept or reject any proposals or negotiate modifications as needed. You should hear from us between March 17 and April 1.

We look forward to reviewing your proposal!