Special Event Manager

Details

Location: Washington, DC
Date Posted: November 17, 2017
Application Deadline: November 30, 2017
Job Type: Consultant

Summary

Eurasia Foundation (EF), a Washington, D.C.-based international development organization, announces a tender for a special event manager.   In 2018 EF will celebrate 25 years of operation with a year-long communications and fundraising campaign. The anchor event of these activities will be a silver anniversary gala reception and dinner in the fall of 2018. EF expects up to 250 attendees at the gala, which may include a registration/welcome desk, VIP reception, general reception, seated dinner, and dinner program (estimated 4:00 p.m. - 10:00 p.m.). The event manager will ensure that the anniversary gala is well-organized and executed within budget in a professional yet elegant manner.

Duties

  • Prepare a detailed event timeline and checklist of actions to be taken to ensure a successful production.
  • Facilitate regular coordination meetings with EF staff.
  • Research appropriate event venues and provide EF with options for EF’s preferred dates. Assist EF in selecting and contracting with a venue. 
  • Solicit bids from event vendors (floral, A/V, music, photography, others); consult in the selection of each vendor, and assist with contracting for each.
  • Advise staff on all aesthetic choices, from décor to menu selections. 
  • Provide guidance to ensure high-quality audio-visual production.
  • With EF’s staff and existing resources, develop an appropriate event invitation and RSVP tracking system. EF will distribute all invitations and maintain RSVPs electronically.
  • Consult on the development of printed materials and other collateral for the event, including sponsorship materials and signage.
  • Act as EF’s main point-of-contact with the selected venue and vendors.  
  • Coordinate speaker requirements (presentations, special requests) and ensure proper setup and execution at the event.
  • Make VIP arrangements, as needed (ground transportation, lodging, meet & greets, etc.)
  • When requested, coordinate with VIPs and/or event sponsors to ensure that promises are kept.
  • Assist EF staff with preparing a seating plan and a means to inform guests of their assignments.
  • Create run-of-show with EF staff and ensure execution at the event.
  • On the day of the gala, the event manager will oversee and manage all onsite components including registration, vendor management, catering deliverables, room sets, audio visual production, and onsite staff. 
  • Conduct a post event debrief with EF staff

OTHER

The selected firm may have the opportunity to work with EF on 3-6 additional events throughout the anniversary year.  These events will range in size--from 30-75 attendees each--format and focus, from topical panel discussions to small fundraising and networking receptions. The need for additional event-management services will be evaluated approximately 90 days prior to each event.

Deliverables for this assignment include:

  • Project plan, timeline and checklist, including timetable of due dates, responsibilities, and deadlines for all event-related action items.
  • Input and recommendations re: venue selection.
  • All necessary paperwork documenting vendor comparison and selection. 
  • Gala seating plan
  • Name badge production
  • Full event run-of-show
  • Written event debrief

Apply

Interested firms are requested to submit a written proposal describing their services, terms, and pricing. Applicants should also be prepared to provide three to five client references for similarly styled events. Applicants must submit proposals by November 30, 2017 via email to Angel Collins at acollins@eurasia.org.

DEADLINE TO APPLY
Midnight, November 30, 2017

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