Event Contractor-Request for Proposals

About the Role

In close coordination with Amara’s Development and Communications team, the Event Consultant will coordinate Amara’s annual gala, Together We Thrive, to offer guests a unique and meaningful experience that supports the Organization’s intention to build connections, highlight Amara’s mission, and achieve fundraising and attendance goals. All donation processing and acknowledgments before, during, and after the event will be completed by Amara.

The scope assumes an in-person event for approximately 300 people held in Seattle. The event will include a program, with a featured speaker/keynote, prerecorded video, and fundraising activities. Revenue streams will include sponsorships and donations before and after the event.

Responsibilities

• Event Formulation and Project Management:
  • Develop high-level timelines and budget with milestones and deadlines
  • Work with staff and vendor(s) to 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
  • In collaboration with the Amara team, help create a meaningful, well-scripted program that inspires the audience (Amara shall have final approval of program elements and timing)
  • Coordinate event meetings with Amara Staff and Amara Board Committees by scheduling, preparing materials, taking notes, following up with deliverables, and tracking overall progress toward event timelines
  • Provide guidance on best practices, including post-event stewardship
  • Research various event options based on event strategies, budget, event integrations, and make recommendations for donation and registration platforms, as needed
  • Support Amara’s team in event seating and table host recruitment
• Logistical Support:
  • Serve as the designated vendor contact and be responsible for booking and managing event logistics, including venue selection (booked 120 days or more before the event; Amara team has final approval)
  • Lead tech rehearsals, event layout, seating, Audio & Visual, and develop an event-day logistical workplan (including set-up, tear-down, and accessibility accommodations for attendees)
  • Determine staff volunteer roles, coverage needs, and preparation of materials for volunteers (Amara team is responsible for volunteer recruitment)
  • Manage the event-day run of show in collaboration with the Amara event team, responding to last-minute requests and needs
  • Solicit bids, act as primary contact, and hire all necessary vendors (Amara team has final approval over vendors; preference given to small businesses, minority-led, and women-operated)
  • Coordinate with vendors to obtain, review, and verify final invoices
  • Act as point of contact for featured speakers (keynotes, programs, sponsors, and Board of Directors), ensuring compliance, addressing hospitality needs, and overseeing communication and contract requirements
  • Book and manage Emcee, ensuring event preparation and compliance
  • Provide all catering necessary at the event, including menu planning (Amara team has final approval over food and beverages)
  • Support and optimize pre-event and event-day registration process (Amara will provide a designated staff member as registration lead)
• Sponsorship, Communications & Marketing Support:
  • Monitor fulfillment of benefits promised to sponsors to ensure commitments are met
  • Act as a “second pair of eyes” to help proof event materials, both digital and printed

Requirements

The maximum allowable bid is $20,000 USD. Proposals exceeding this amount will not be considered.

• Cover Letter & Resume:
  • Brief introduction, interest in working with Amara, and experience in the field
• Approach & Work Plan:
  • Description of how you would approach the scope of work and collaborate with staff
  • Include your approach to transparency and project management
  • Describe how you organize events through the lens of Diversity, Equity, and Inclusion, especially when engaging with vendors, staff, and volunteers
• Experience & Sample Work:
  • Relevant event experience
  • One (1) sample of your work (redacted if needed)
• Fee Structure:
  • Hourly rate, retainer options, or mixed models
• References:
  • At least two previous clients (current or past) familiar with your work

Evaluation Criteria

• Alignment with Amara’s mission, values, and program areas
• Relevant experience and demonstrated success
• Feasibility and transparency of fee structure
• Ability to collaborate effectively with Amara staff and timelines
• Cultural competence and commitment to equity-centered practices

Timeline

• RFP released: August 3rd, 2026
• Proposals due: August 31, 2026 by 11:59pm PST
• Interviews (if needed): September 3rd and September 4th, 2026
• Selection announcement: September 14th, 2026
• Anticipated start date: January 11, 2027
• Anticipated end date: June 30, 2027

Amara encourages proposals from individuals and firms with diverse backgrounds, lived experience, and identities—especially those who reflect the communities we serve, including BIPOC and LGBTQ+ professionals.