Event Planning Services Dinner - Request Proposal

Position: Event Planning Services for 2026 Annual Dinner - Request for Proposal Event Planning Services for 2026 Annual Dinner - Request for Proposal The intent of the Request for Proposals (RFP) is to identify and select an experienced planning consultant that will be responsible for support, coordination, planning, and execution of Vera’s 2026 Annual Dinner. • Partner with Vera staff to determine dinner seating and floor plans • Work with Vera’s graphic designer on program and other event‑related materials • Advise on guest tracking/check‑in system • Create detailed schedule for execution of day and days leading up to event Execution • Coordinate venue load‑in and oversee all aspects of venue set‑up including tables, decor, photography, guest check‑in, A/V components • Schedule, manage, and supervise all rehearsals and A/V technical run‑throughs • Provide on‑site greetings of program participants and manage holding rooms • Supervise and manage teleprompter operator and uploading of the script • Coordinate VIP attendee transportation to and from venue • Coordinate all deliveries and return shipping • Oversee event close‑out and clean up Post‑Event • Prepare final expense report for budget reconciliation Proposal Requirements • Provide sufficient detail on the responding firm’s method and ability to deliver the services requested in this scope of work. Proposals will be evaluated by their demonstration of high‑level client services; relevant experience partnering with cause‑related nonprofit organizations to produce high‑quality and high‑profile events; and understanding of Vera’s mission, its constituents, and the critical role of the Annual Dinner in raising visibility and unrestricted income.