Event design & management services request for proposals
- 5 hours ago
- 4 min read
Virginia Women Leading Government (VWLG), a 501(c)(3) nonprofit organization, is seeking proposals from qualified individuals or firms to provide event design, program development, and event management services for biannual two-day reunions for women whom have graduated from the VA Women’s Municipal Leadership Institute (VWMLI). The eligible number of women who can attend these events is ninety-six.
The selected vendor will work closely with the VWLG Board of Directors and relevant Committees to design and execute programs that advance VWMLI’s mission to support, inspire, and elevate women in public service leadership across the Commonwealth of Virginia. Most importantly, the vendor will create both educational content as well as opportunities for participants to connect with one another across cohorts and reconnect within their cohort as well.
Organizational Background
VWLG is a statewide organization dedicated to:
Advancing women in government leadership
Providing professional development opportunities
Building a strong network of women leaders across sectors
Supporting the next generation of public service professionals
VWLG delivers signature programming including the Virginia Women’s Municipal Leadership Institute (VWMLI), regional networking events, and educational programming designed to foster leadership growth and meaningful connections.
Scope of Services
With guidance from the VWLG Board of Directors and appropriate Committee, the selected vendor will provide comprehensive event and program services.
The selected vendor shall provide comprehensive logistical, coordination, and transactional support services for one (1) annual reunion serving participants of the Virginia Women’s Municipal Leadership Institute (VWMLI) cohorts from 2022 through 2025.
Event Planning & Coordination
Coordinate planning for one (1) reunion per calendar year (spring and fall or as otherwise designated).
Collaborate with the VWLG Board or designated Committee to determine:
Event dates, locations, and format (in-person, hybrid, or virtual)
Estimated attendance and cohort representation
Program agenda, including speakers, panels, and networking components
Develop and maintain detailed project timelines and planning checklists.
Venue & Vendor Management
Identify, solicit, and coordinate with venues suitable for statewide attendance, including potential venues owned and operated by towns, cities or counties represented by VWMLI alumni.
Negotiate contracts and manage logistics with:
Catering providers with attention to specific dietary requirements
Audio/visual vendors
Lodging blocks (if applicable)
Ensure accessibility and accommodation needs are met.
Registration & Participant Management
Develop and manage an online registration system.
Coordinate attendee communications, including:
Invitations and save-the-dates
Registration confirmations and reminders
Event logistics and follow-up communications
Maintain attendee lists across cohorts (2022–2025) and track participation.
Financial & Transactional Services
Process all event-related payments, including:
Venue deposits and final payments
Vendor invoices
Catering and service fees
Collect and manage registration fees (if applicable).
Provide transparent financial tracking, including:
Budget development and monitoring
Itemized expense reporting per event
Reconcile accounts and submit post-event financial summaries.
On-Site Event Management
Coordinate on-site coordination volunteers for the reunion event.
Manage:
Check-in and registration
Vendor setup and breakdown
Agenda execution and timekeeping
Serve as the primary point of contact for all logistical needs during events.
Utilize the universe of participants to serve as event volunteers as needed.
Communications & Engagement Support
Assist with outreach to VWMLI alumni (2022–2025 cohorts).
Support networking and engagement strategies to encourage attendance.
Coordinate speaker logistics and materials distribution.
Ensure execution and completion of an end-of-event evaluation of each reunion.
Post-Event Reporting
Provide post-event summaries including:
Attendance metrics
Financial reconciliation
Participant feedback
Recommend improvements for future reunions.
Deliverables
The selected vendor will be expected to:
Develop detailed event and program plans for each initiative
Provide regular progress updates to VWLG leadership and designated Committee
Deliver high-quality, well-executed events aligned with organizational goals
Track and report measurable outcomes (attendance, engagement, sponsorships, etc.)
Submit monthly or quarterly reports, as determined
Timeline
RFP Release Date: Wednesday, May 27, 2026
Questions Due: Friday, June 5, 2026
Proposals Due: Friday, June 12, 2026
Vendor Selection: Friday, June 19, 2026
Project Start Date: Wednesday, July 1, 2026
Budget
Assumes a minimum participation rate of 30 women. Vendor is expected to create a budget including revenues from registration and proposed sponsorships.
Proposals must include a clear, all-inclusive pricing structure, with costs broken down as listed in the Scope of Services.
The budget should yield a marginal but positive ending balance. This event is not intended to be a revenue generator, rather expenditures balanced with revenues.
Proposal Requirements
Proposals should include:
Cover Letter
General overview of the organization submitting the proposal.
Statement of interest and alignment with VWLG’s mission.
Qualifications & Experience
Relevant experience with nonprofits, associations, or government organizations
Examples of similar event or program work
Familiarity with VWLG and/or VWMLI
Approach & Methodology
Strategy for delivering services
Communication and collaboration approach
Work Plan & Timeline
Key milestones and deliverables
Pricing Proposal
Detailed and transparent cost structure
References
At least 2–3 client references
Evaluation Criteria
Proposals will be evaluated based on:
Demonstrated experience and qualifications
Understanding of VWLG/VWMLI’s mission
Quality, creativity, and feasibility of proposed approach
Cost effectiveness
References and past performance
Submission Instructions
Proposals must be submitted in PDF format via email to:
Sara McGuffin, Town Manager
Subject Line: VWLG/VWMLI Reunion RFP Submission – [Vendor Name]
Additional Information
VWLG reserves the right to:
Reject any or all proposals
Request additional information from respondents
Negotiate scope and pricing with the selected vendor
Questions
Send questions to:
Sara McGuffin
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