Request For Proposals: Walker’s Legacy Event Planner (National and Local Opportunities)

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Submit Your Proposal

Please submit all proposals electronically by Friday, April 28, 2017.


About Walker’s Legacy

Named in honor of Madam C. J. Walker, Walker’s Legacy was born from the communal goal of developing an open forum for women to engage and inspire.  Since our founding roughly five years ago, we have evolved to establish Walker’s Legacy as a national professional collective that works to promote the career advancement, skill sets and networks of women in business and women entrepreneurs. Through our interactive programming, WL has hosted former female mayors, award winning journalists and authors, Forbes-ranked businesswomen and entrepreneurs from across the country for our empowering and educational programming. Women who engage with Walker’s Legacy, affectionately known as Walkers, are women who aspire to start their own businesses or are looking to enhance their knowledge of achieving success in corporate America and their network of like-minded progressive women.

About the Opportunity

As Walker’s Legacy has continued to grow, the organization seeks local and national event planners/publicists to aid the organization in organizing existing and future programs.    

More specifically, the organization is seeking proposals for the development and management of highly curated influencer programs to be held in local and national markets.  A successful partner will aid the organization in securing involvement and attendance from high-profile women of color in business and corporate, securing local and national media promotion pre and post programs and providing support for fundraising effort lead by national team.

Programs will range in size from 50 to 100 women.

Markets of Interest

Walker’s Legacy is currently seeking event planners/publicists in the following cities/areas, please ensure you identify which market you have experience in your response.

    1. Washington, DC (area)
    2. Atlanta, GA
    3. Seattle, WA
    4. Chicago, IL
    5. Houston, TX
    6. New York
    7. National – respondents in this category must have previous experience working on event planning projects in at least 5 states, programs for a minimum of 100 attendees.  Respondent must have been the lead on these projects or  held a senior role

To respond to city of interest, candidate must be located within a 30 mile radius of city and have had previous experience with event planning in said market.

Roles and Responsibilities

  • Oversee and facilitate aspects of program planning from volunteer management, event registration, marketing, onsite staffing, vendor recruitment/exhibitor registration (if applicable) and post-event reporting;
  • Work with national team on digital management of contracts, speaker bios, session descriptions, handouts, RFPs, etc.;
  • Create and send event marketing communications via email, web, print;
  • Send and track correspondence with speakers and sponsors/exhibitors in coordination with national team;
  • Manage collection of local registration, sponsorship income and exhibit fees
  • Work directly with registrants on problems and inquiries
  • Develop and maintain solid relationships with exhibitors (if applicable)
  • Create/design event materials and signage
  • Prepare a list of supplies for ordering and packing/shipping of event materials
  • Staff events and manage onsite event registration
  • Track expenses for event budget reconciliation
  • Create and analyze evaluations and prepare post-event reports
  • Other duties as assigned by the National Executive Director and State Conference Chair

Qualifications

  • Impeccable attention to detail
  • Ability to deal with ambiguity, ability to work well in a fast paced environment
  • Certified Meeting Planner (CMP) preferred but not required.  Willing to substitute event planner certification for 5+ years of progressive event planning experience.
  • Minimum of 4+ years professional meeting experience (nonprofit or association experience preferred)
  • Up to date on current trends in the meetings industry
  • Existing rolodex of PR clients
  • Relationships and/or knowledge of high profile potential speakers
  • Innovative and resourceful; actively seeks opportunities to improve meetings and events
  • Experienced at negotiating and building partnerships with vendors
  • Exceptional client service skills and enjoys working with the public
  • Strong time management skills and ability to manage concurrent tasks efficiently
  • Superior attention to detail; first class organizational skills
  • High energy, positive, professional attitude, pride in work product
  • Strong computer skills to include: Google Apps and Microsoft Office
  • Excellent written and verbal communication skills
  • Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed

Pricing

  • Walker’s Legacy will give preference to vendors who provide the highest quality at the most optimal pricing structure.
  • Proposal pricing structures should not exceed the maximum of $4,000, optimal candidates will range from $2,500 to $3,500 (per event/activation)

RFP Response Requirements

All respondents must submit a powerpoint presentation response providing the following information:

  • Summary of qualifications
  • Biography of team lead
  • Summary of work with last two event planning experiences
  • Market of interest (choose up to two listed below) — required
  • Three professional recommendations of previous clients — within the last 2 years
  • Pricing structure or fees
  • Contact information

Responses should be no more than 10 slides.   Must be submitted in PDF or view only Google Slide format.

Please note that all submissions must be in a presentation format in powerpoint, word documents will not be accepted.

To Respond

Please submit all proposals electronically by Friday, April 28, 2017.   Responses must be submitted using this form.

Walker's Legacy

Walker's Legacy

Walker's Legacy is a growing global women in business collective founded to establish networks of empowerment and access for women of color in business.

 

Walker's Legacy is a growing global women in business collective founded to establish networks of empowerment and access for women of color in business.

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