The Organization
ABFE is a 501(c)(3), membership-based philanthropic organization that advocates for responsive and transformative investments in Black communities.
About ABFE:
ABFE is a membership-based philanthropic organization that advocates for responsive and transformative investments in Black communities. Partnering with foundations, nonprofits, and individuals, ABFE provides its members with professional development and technical assistance resources that further the philanthropic sector’s connection and responsiveness to racially equitable practices equity, diversity, and inclusion.
PURPOSE AND SCOPE:
This is a Request for Proposal (RFP) for an Event and Production Company that will manage and coordinate the logistical and production required for ABFE’s 2023-2024 signature conferences and convenings, including our national conference Harambee (2023 and 2024), Women in Philanthropy, ABFE’s Congressional Black Caucus Legislative Week program (one event); Connecting Leaders Fellowship Program, Leverage the Trust-National. While we anticipate hosting in-person events, we will plan for a virtual/hybrid component.
SIGNATURE CONVENINGS OVERVIEW:
Harambee (Annual Conference): Held early/mid-April – Three-and-a-half-day event for approximately 500 Attendees.
It’s literal translation in Swahili is “all pull together”. This is the nation’s largest gathering of Black professionals in philanthropy. This conference ABFE presents its members, stakeholders and partners a multi-day agenda, aimed at increasing public and private investments in Black communities. From its inception, ABFE has served to be a vehicle for leveraging resources for the betterment of Black communities. Harambee features signature events off-site programming, exhibit space, site sessions (off property learning experiences), and virtual tools to support the event and create a solid experience for attendees. 2023 Conference will be held April 13-15 (not including pre-conference activities) in Raleigh, NC. 2024 Conference location TBD.
Connecting Leaders Fellowship Program (CLFP) Leadership Retreat (Annual Retreat): Held in October or November – Five-and-a-half-day event for about 20 participants (mix of Cohort, staff & consultants).
CLFP is a year-long experience designed to sharpen the skills and strengthen the leadership capacity of foundation staff, donors, and trustees who are committed to assisting Black through philanthropy. Fellows have the opportunity to learn from seasoned Grantmakers and peers on a regular basis, understand how to be more effective agents for change within their institutions, and participate in a network that focuses on innovative solutions to community challenges. The Fellowship begins with a week-long Leadership Summit in a designated host city, which includes local site sessions, workshops, community dining and networking experiences.
Black Women in Philanthropy (BWIP Annual Retreat): Held in June, July, or August – Two-and-a-half-day event for 100-125 attendees.
The Black Women in Philanthropy Leadership Retreat is where Black women come together around a shared belief that we cannot harness our full power and purpose without supportive spaces that renew and transform the mind, body, and spirit. This annual leadership event serves as a unique time for women leaders to nourish, heal, and network with advisors and colleagues in the field. The program features a collection of dynamic speakers set to inspire and invigorate our lives. Each retreat is uniquely designed to support and sustain the overall health and well- being of attendees as the core to leadership sustainability and development. The care and keeping of this community are critical to safeguarding the voice, activism, and humanity of Black women in the field of philanthropy.
Leverage the Trust (LTT Annual Retreat): Held in August/September – A one-and-a-half-day event for 50-150 attendees (approx.).
Leverage the Trust is an effort to identify and engage Black foundation trustees in ABFE’s mission through peer networking and learning opportunities. The work of Leverage the Trust is led by a committee of dedicated trustees of philanthropic institutions that are representative of the diversity of geography, type, and size of grantmaking entities in the sector. The retreat aims to increase the number and capacity of Black trustees at philanthropic organizations; and to engage Black trustees in supporting a racial equity agenda within their institutions and throughout the sector.
Congressional Black Caucus Foundation’s Annual Legislative Conference (Annual discussion, in partnership with JP Morgan Chase): Held in September – Support for one event (approx. two-hour activity)
ABFE: A Philanthropic Partnership for Black Communities, in partnership with JPMorgan Chase, is thrilled to present the 4th iteration of its panel series at the Congressional Black Caucus Foundation’s Annual Legislative Conference. Our 2022 contribution to the CBCF convening is a coordinated discussion that examines the economic challenges facing black communities. The panel aims to lift up the work of institutions, philanthropic serving organizations, foundations, and charities in their collective efforts to combat poverty, socio-economic inequality, and disproportionate access to economic resources, literacy, and opportunity. Previous iterations examined the disproportionate impact that COVID had on black businesses and examined JP Morgan Chase’s commitment to economic equity in black communities.
SCOPE OF WORK:
We anticipate that the Event and Production leader/company hired for this project would begin this work by late January 2023 and complete this work by June 2024 (the external partner will contribute to logistics of 2023 Harambee, and planning/logistics for all other 2023 events and 2024 Harambee).
Project Management (Pre-, Onsite & Post-Event Support):
Each event has specific needs and audiences. The production leader/company will work with ABFE Programs and other teams (e.g.: communications; finance; communications) to ensure the successful design and execution of each event. The role requirements will include:
- Provide initial outline of program, analyze space needs and technical requirements for each event.
- Develop & execute event timelines in partnership with ABFE programs team.
- Support hotels and sub-contractor RFP’s, including interviews/site visits (when applicable).
- Ideate with the Programs team & recommend venues and space needs.
- Support transportation & onsite logistics.
- Support staff & host committee meeting agendas by supporting activities.
- Liaise with Communications contacts regarding communications, signage, etc.
- Support technical logistics for virtual sessions
- Assist with conference app and website (support/initiate updates and monitor)
Registration Management:
Manage registration tasks including:
- Badge production (creation; printing; etc.)
- Support attendee identification (ribbons; etc.)
- Coordination of on-site registration logistics.
- Create/Coordinate registration staffing schedule
- Project management: Welcome package/Tote bag/Registration Kit; etc.
- Shipping matrix of registration items (to/from venues).
Volunteer Coordination – Pre-event (Where Applicable):
- Identify on-site staffing needs and build volunteer schedule prior to show
- Schedule volunteers and/or hire temp staff, and manage all reg. staff on site.
- Work with ABFE team to identify support internal volunteers (e.g. ABFE board; CLFP; members; host committee; etc.)
- Field questions, manage schedule and role changes.
Hotel/Venue Support/Management (As Applicable for Hotel or Event Venues):
- Liaise with hotel/venue throughout projects.
- Help hotel/venue reps. understand projected staff room block and number of single/double rooms, comp room nights and other concessions.
- Make sure the tracking process works smoothly and that all deadlines with a financial impact are clear to the team.
- Liaise with hotel to deliver names/ dates for staff / speaker hotel block.
- Ensure hotel room costs are optimized, avoid “no show” (attrition) and other penalties.
- Manage Audit process to for optimum comp room credits and future planning.
- Support logistics regarding all venue logistics, including food and beverage (BEOS) needs in accordance with contracts (as applicable),
- Coordinate decorations, aesthetics, furniture, etc. with property or sub-contractor (where applicable).
- Support coordination of shipping (in-bound and out-bound supports).
- Support meetings with hotel staff, including site visits; food tastings; walk-throughs; pre-event briefings.
Vendor & Sponsor Coordination/Liaison:
- Liaise with sponsors and exhibitors to ensure quality exhibit/sponsor experience.
- Develop and manage exhibit space (in-person & virtual).
- Support sponsorship Strategies, goals, and fulfilment.
- Coordinate needs with Development team
Post-Event Debriefs:
- Plus/Delta exercise with property and ABFE team (What went well / not so well).
- Recommendations for future planning.
PROPOSAL GUIDELINES:
Qualifications:
We are seeking a skilled event producer who has advanced capacity to support the following:
- A creative and innovative strategies to create successful events.
- Experience in producing events of all sizes – from meetings to larger conferences.
- Detail oriented and capable of leading and supporting as needed.
- Exemplary customer service commitment.
- Ability to be nimble & adapt efficiently as circumstances change.
- Managing complete registration processes.
- Managing virtual convenings and skilled use of virtual tools (apps; etc.).
- Hotel processes, including production and room/reservation supports.
- Experience working with exhibitors and sponsors.
- Experience working with Black/Minority owned businesses.
Please use the Following as a Guide for Your Proposal:
Maximum proposal length (including title page, cover letter, proposal, qualifications, and budget).
Applicants are to provide:
- Cover letter, which provide information about the producer/organization.
- A detailed description of recent projects as they relate to conducting similar work (or links to a portfolio).
- A minimum of two client references (with contact information) from organizations for which you have provided consulting services within the last two years.
- Contact name, phone number, email address, and mailing address of the lead staff responsible for completing the proposal and the person we will meet with to discuss your submission.
- A narrative that describes your approach to small and large events.
- Respondents to this RFP are encouraged to recommend additional or alternative activities, if they believe they would be relevant for this project.
- A timeline and work plan for the project year.
- Designated staff/partners/subcontractors’ brief biographies/qualifications of staff/partners/subcontractors identified to provide services.
- Itemized budget, broken out for each component and each aspect of the work.
- Pricing information, which should include the basis for payment such as hourly rates and a number of Estimated hours needed for each project.
- Preferred payment structure/timeline.
How To Apply
DEADLINE:
Deadline for receipt of proposals is January 17, 2022 at 5:00 pm EST. All proposals should be submitted electronically to Tekecha Morgan, Programs Manager: tmorgan@abfe.org, and T.J. Breeden, Director of Programs: tjbreeden@abfe.org. Please include in the subject line: “Event Production Company for ABFE”