Event Contractor-Request for Proposals

Amara•Seattle, WA

7d•$20,000•Onsite

About The Position

Amara is seeking an Event Contractor to coordinate their annual gala, 'Together We Thrive'. The goal is to create a unique and meaningful experience that supports the organization's mission, highlights their work, and achieves fundraising and attendance goals. The event is planned for approximately 300 people in Seattle and will include a program with a featured speaker, video, and fundraising activities. Amara will handle all donation processing and acknowledgments. The contractor will work closely with Amara's Development and Communications team.

Requirements

Maximum allowable bid is $20,000 USD.
Proposals must include a Cover Letter & Resume.
Proposals must include a brief introduction, interest in working with Amara, and experience in the field.
Proposals must include an Approach & Work Plan describing how you would approach the scope of work and collaborate with staff, including transparency and project management.
Proposals must include how you approach organizing events ensuring Diversity, Equity, and Inclusion.
Proposals must include relevant event experience and one (1) sample of your work (redacted if needed).
Proposals must include a Fee Structure (Hourly rate, retainer options, or mixed models).
Proposals must include at least two previous clients (current or past) familiar with your work.
Proposals will be evaluated based on alignment with Amara’s mission, values, and program areas.
Proposals will be evaluated based on relevant experience and demonstrated success.
Proposals will be evaluated based on feasibility and transparency of fee structure.
Proposals will be evaluated based on ability to collaborate effectively with Amara staff and timelines.
Proposals will be evaluated based on cultural competence and commitment to equity-centered practices.

Nice To Haves

Preference should be given to small businesses, minority-led, and women-operated vendors when possible.

Responsibilities

Develop high-level timelines and budgets with milestones and deadlines.
Optimize the event for raising funds and building relationships with supporters.
Organize event details and logistics.
Meet regularly with the Amara event team to review progress and advance goals.
Collaborate with the Amara team to create a meaningful, well-scripted program.
Coordinate event meetings with Amara Staff and Amara Board Committees.
Provide guidance on best practices, including post-event stewardship.
Research event options and make recommendations for donation and registration platforms.
Support Amara’s team in event seating and table host recruitment.
Act as the designated vendor contact and be responsible for booking and managing event logistics.
Be the designated point of contact for leading tech rehearsals, event layout, seating, Audio & Visual, and develop an event-day logistical workplan.
Support in determining staff volunteer roles, coverage needs, and preparation of materials for volunteers.
Manage the event-day run of show, responding to last-minute requests and needs.
Solicit bids, act as primary contact, and be responsible for hiring all vendors necessary to work the event.
Coordinate with chosen vendors to obtain, review, and verify final invoices.
Act as point of contact for featured speakers, Emcee bookings, ensuring compliance, addressing hospitality needs, and overseeing communication.
Be the designated point of contact and responsible for providing all catering necessary at the event, including menu planning.
Be the designated point of contact for Amara attendees to support and optimize pre-event and event day registration process.
Monitor fulfillment of benefits promised to sponsors.
Act as a proofreader for event materials, both digital and printed.