REQUEST FOR QUALIFICATIONS

Events Production Contractor

i.c.stars  |  Contract Engagement

1. About i.c.stars

We are a 25-year-old nonprofit workforce development organization dedicated to preparing individuals from underserved communities for rewarding careers in technology. With a passionate team of 35+ professionals, we’re committed to bridging the gap between diverse talent and the tech industry. We find talent, train talent, and place talent in rewarding careers that end cycles of generational poverty and yield long-term success. Our program operates in Chicago, Milwaukee and Kansas City, Missouri. 

At our core, we believe that innovation thrives when people are empowered, supported, and allowed to grow. If you’re someone who is energized by people-first leadership and is passionate about making a lasting impact, you may want to be a part of our journey as we continue to shape the future of tech professionals.

2. Purpose of This RFQ

i.c.stars is seeking a qualified independent contractor or event production firm to manage the planning, logistics, and execution of our signature events across all three cities. This role replaces what was previously an internal Sponsorships and Events Manager position. As part of an organizational restructure, i.c.stars is separating event production (this engagement) from corporate sponsorship sales (which will be managed by internal Corporate Relations staff).

The Events Production Contractor is responsible for the operational strategy, project management, vendor coordination, and on-site execution of each event. i.c.stars retains ownership of mission, messaging, donor relationships, speaker selection, and final approvals.

Respondents may propose to cover all three cities or a subset. i.c.stars may engage one contractor across all cities or multiple contractors by market.

3. Signature Events Calendar

The following events are in scope for this engagement. Dates are approximate and confirmed annually.

Partner events (commencements, tech expos, SIM Golf) are not in scope for this engagement and are managed internally.

4. Scope of Work

The contractor’s responsibilities are organized into eight categories. For each category, i.c.stars retains specific decision-making authority as noted.

4.1 Strategy and Event Design

• Develop a high-level event plan and timeline for each event

• Help align event goals with fundraising, awareness, and advocacy objectives

• Recommend cost-saving strategies and creative approaches to event production

i.c.stars retains: Event purpose and success metrics, target audience and key stakeholders, brand and tone guidance, final approval on concept and budget.

4.2 Project Management

• Manage and track registration and attendance, including CIO and VIP lists

• Create and manage a master project plan for each event

• Run planning meetings and provide status updates to the Executive Director

• Flag risks and troubleshoot issues proactively

i.c.stars retains: Assigns an internal point person (typically the city Executive Director), makes timely decisions and approvals, handles internal coordination with board, staff, and volunteers.

4.3 Vendor and Logistics Management

• Source and manage vendors within budget parameters (venue, AV, catering, photography, videography)

• Negotiate vendor contracts in coordination with i.c.stars

• Manage load-in, load-out, run-of-show, and on-site logistics

• Oversee insurance certificates and vendor compliance items

i.c.stars retains: Approves major vendors and contracts, may contract directly with certain partners (venue or AV) depending on risk policy.

4.4 Program and Content Support

• Build the event agenda and run-of-show

• Support speaker management and stage flow

• Coordinate rehearsals and tech run-throughs

i.c.stars retains: Selects speakers and key messengers, owns all messaging, scripts, and mission content, approves final program.

4.5 Fundraising and Guest Experience

• Manage name badge printing, registration, check-in, and seating logistics

• Responsible for ticket sales execution and tracking

• Manage annual sponsor attendees, comp codes, registration, and follow-up

• Design guest flow and experience touchpoints

i.c.stars retains: Owns donor relationships and sponsorship asks, sets fundraising targets, handles gift processing and donor follow-up.

4.6 Marketing and Communications Support

• Ensure audience growth through email communications schedule, developed in collaboration with Marketing Director

• Ensure sponsor recognition across platforms and channels

• Create event timelines for promotions

• Coordinate with designers, printers, or digital vendors

• Manage event websites (WordPress and Classy) with weekly updates including speakers, VIP attendees, and sponsors

i.c.stars retains: Owns brand voice and final content, approves all creative, manages email lists and social channels.

4.7 On-Site Execution

• Lead on-site event production

• Manage registration operations

• Coordinate vendors, volunteers, and staff flow

• Troubleshoot in real time and ensure the event runs on schedule

i.c.stars retains: Acts as hosts and relationship managers, handles board and VIP relations on-site.

4.8 Post-Event Wrap-Up

• Oversee strike and vendor reconciliation

• Provide a post-event report including budget reconciliation, attendance data, and learnings

• Participate in a debrief meeting with the Executive Director and relevant staff

i.c.stars retains: Handles donor stewardship and follow-up, evaluates success against mission and fundraising goals, conducts post-event survey.

5. Role Boundaries

To set clear expectations, the Events Production Contractor is not responsible for:

• Corporate sponsorship sales, cultivation, or pipeline management

• Donor relationship management or gift processing

• Speaker selection or mission-related content decisions

• Managing i.c.stars’ social media accounts directly

• Partner events (commencements, tech expos, SIM Golf)

• Board or committee management

6. Engagement Structure

7. Qualifications

Required

• At least three years of experience managing events from concept to execution, including multi-city or multi-event calendars

• Demonstrated experience producing fundraising galas, conferences, or corporate convenings for 100–300+ attendees

• Strong vendor management skills including sourcing, negotiation, and on-site coordination

• Experience managing event budgets and tracking expenses against revenue goals

• Excellent project management and communication skills

• Ability to work independently and manage multiple concurrent event timelines

• Comfort working with senior executives, board members, and corporate sponsors in a professional setting

Preferred

• Experience producing events for nonprofit organizations or mission-driven brands

• Familiarity with event platforms including Classy, WordPress, and Salesforce

• Experience with LinkedIn Sales Navigator or similar outreach tools for VIP attendee engagement

• Existing vendor relationships in Chicago, Milwaukee, or Kansas City markets

• Experience coordinating with marketing teams on integrated event promotion

8. Indicators of Success

The following outcomes will guide performance evaluation:

1. Events are executed on time, on budget, and with a high-quality guest experience

2. Attendance goals and VIP targets are met or exceeded

3. Vendor relationships are well-managed and costs are competitive

4. Post-event reports are delivered within two weeks, with actionable recommendations

5. i.c.stars staff report smooth coordination and clear communication throughout the planning cycle

6. Sponsor entitlements are fulfilled consistently and accurately

9. Submission Requirements

Interested individuals or firms should submit the following:

1. A brief statement of interest (2–3 pages) describing your event production philosophy, relevant experience, and approach to managing multi-city event calendars

2. A portfolio or summary of 3–5 comparable events you have produced, including scale, budget, and outcomes

3. A proposed fee structure: per-event pricing, retainer model, or alternative (within the stated range). If proposing a tiered model, describe how pricing varies by event size or complexity.

4. The city or cities for which you are applying (Chicago, Milwaukee, Kansas City, or all three)

5. Whether you operate as an individual contractor or a firm, and if a firm, who the primary point of contact would be

6. Two professional references who can speak to your event production work

Submit materials to: [INSERT EMAIL ADDRESS]

Submission deadline: [INSERT DATE]

Questions may be directed to: [INSERT CONTACT NAME AND EMAIL]

10. Equal Opportunity

i.c.stars is committed to diversity and inclusion in all aspects of its work. We encourage applications from individuals and firms of all backgrounds, particularly those with experience serving communities and organizations focused on equity and inclusion.

i.c.stars reserves the right to modify, suspend, or cancel this RFQ at any time. This RFQ does not obligate i.c.stars to award a contract or to pay any costs incurred in the preparation of a response.