Events Production Contractor

Independent Contractor (1099) or Event Production Firm

Locations

Chicago, IL | Milwaukee, WI | Kansas City, MO

Approximately 10–12 signature events per year across three cities

Contract Period

Annual engagement, renewable. Initial term through December 2026.

Compensation

$5,000–$7,000 per event (respondents may propose alternative structures)

[TO BE DETERMINED]

Submission Deadline

5/11/2026

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.

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 Sponsor ships 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.

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

Event

City

Typical Timing

Format

Chicago

Chicago

April

Roundtable / panel

iOpener

Chicago

August

Conference / convening

Tech Bash

Chicago

October–November

Gala / celebration

Capitalize on Wisconsin

April

Conference / convening

iOpener

August

Conference / convening

Star Bash

December

Gala / celebration

Hack the Dream

February

Conference / convening

iOpener

September

Conference / convening

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

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

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.

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.

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…