REQUEST FOR PROPOSAL: Young Pride Event Organizer

Response Deadline: May 5, 2024

Submit Questions by: May 3, 2024

Expected Award Date: May 7, 2024

ABOUT FHI 360:

With a global presence spanning over 70 countries, FHI 360 brings together a diverse team of experts across various disciplines to address complex and interconnected development challenges. Grounded in our commitment to fostering sustainable human development, we strive to empower individuals and communities worldwide.

FHI 360, a leading nonprofit organization committed to human development, is seeking an experienced event organizer to spearhead the Young Pride Event, a vibrant celebration dedicated to LGBTQ+ youth. This one-day event aims to provide a dynamic platform for young LGBTQ+ individuals to express themselves, rejoice in their identities, and cultivate a supportive and inclusive community environment.

EVENT OVERVIEW:

The Young Pride Event promises to be an immersive experience, featuring an array of engaging activities tailored to LGBTQ+ youth. From captivating performances and thought-provoking workshops to enlightening discussions, inspiring art exhibits, and invaluable networking opportunities, the event is designed to achieve the following key objectives:

• Fostering Self-Expression and Genuine Celebration of Identity: Providing a safe and supportive space for LGBTQ+ youth to express themselves authentically, celebrate their unique identities, and embrace their individuality without fear of judgment or discrimination.
• Promoting Understanding, Support, and a Sense of Belonging: Facilitating meaningful interactions and dialogue to foster greater understanding, empathy, and acceptance within the broader community, while nurturing a strong sense of belonging among LGBTQ+ youth.
• Educating on Topics Relevant to the LGBTQ+ Experience: Offering informative sessions and resources to educate participants on issues pertinent to the LGBTQ+ community, including but not limited to, LGBTQ+ rights, health and wellness, advocacy, and allyship.

SCOPE OF WORK:

The selected event organizer will be entrusted with the following key responsibilities:

• Event Concept and Theme Development: Collaborating with FHI 360 to conceptualize and develop a compelling event theme that resonates with the target audience and aligns with the organization’s mission and values.
• Venue Selection and Logistics Coordination: Identifying suitable venues that accommodate the event’s diverse activities and logistical requirements, and overseeing all aspects of venue coordination, including contracts, permits, and site logistics.
• Program Schedule and Content Curation: Designing a dynamic and inclusive program schedule that balances entertainment, education, and engagement, and curating high-quality content that reflects the diverse interests and needs of LGBTQ+ youth.
• Talent/Speaker Acquisition and Management: Securing a diverse lineup of talented performers, speakers, and facilitators who represent the richness and diversity of the LGBTQ+ community, and managing all aspects of talent coordination, including contracts, travel arrangements, and on-site logistics.
• Marketing and Promotional Activities: Developing and implementing comprehensive marketing and promotional strategies to raise awareness, generate excitement, and drive attendance for the Young Pride Event, leveraging both traditional and digital channels to reach diverse audiences.
• On-Site Management of All Event Operations: Ensuring seamless execution of all event operations, including setup, registration, stage management, technical support, attendee assistance, and overall coordination to deliver a memorable and impactful experience for all participants.
• Post-Event Evaluation and Reporting: Conducting thorough post-event evaluation to assess the event’s effectiveness in achieving its objectives, gathering feedback from participants and stakeholders, and preparing comprehensive reports to document key learnings, successes, and areas for improvement.

PROPOSAL REQUIREMENTS:

Interested parties are invited to submit a detailed proposal addressing the following components:

• Company Background and Relevant Experience: Provide an overview of your company’s background, experience, and expertise in organizing events, particularly those catering to LGBTQ+ communities or youth-focused initiatives.
• Proposed Event Vision, Theme, and Activity Concepts: Present your vision for the Young Pride Event, including proposed themes, creative concepts, and innovative ideas for activities and experiences that will resonate with LGBTQ+ youth and align with the event objectives.
• References and Past Success Stories: Provide references from previous clients or partners, along with examples of past events or projects that demonstrate your ability to deliver high-quality and impactful experiences, particularly in the realm of LGBTQ+ events or youth empowerment initiatives.

Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

• Experience and expertise in organizing events of similar scale – 40%
• Creativity and innovation in event conceptualization and planning – 30%
• Cost-effectiveness and value for money – 30%

Contact Information:

For inquiries or clarification regarding this RFP, please contact Nicha Rongram via email at [email protected].

Disclaimers and FHI 360 Protection Clauses

• FHI 360 will not compensate offerors for preparation of their response to this solicitation.
• Issuing this solicitation is not a guarantee that FHI 360 will award a subcontract.
• FHI 360 reserves the right to issue a subcontract based on the initial evaluation of offers without discussion.
• FHI 360 may choose to award a subcontract for part of the activities in the solicitation. FHI 360 may choose to award subcontracts to more than one offeror for specific parts of the activities in the solicitation.
• FHI 360 may request from short‐listed offerors a second or third round of either oral presentation or written response to a more specific and detailed scope of work that is based on a general scope of work in the original solicitation.
• FHI 360 has the right to rescind a solicitation or rescind an award prior to the signing of a subcontract due to any unforeseen changes in the direction of FHI 360’s client, be it funding or programmatic.
• FHI 360 reserves the right to waive any deviations by offerors from the requirements of this solicitation that in FHI 360’s opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition.
• Data produced under this solicitation belongs to FHI 360. Any distribution of data must first have written authorization from FHI 360 or its designated representative.