Event Contractor-Request for Proposals

Amara envisions a just and equitable world where all children, youth, and families experiencing, or at-risk of experiencing, involvement with the child welfare system have equal and plentiful opportunities to grow and thrive.

Amara serves the evolving needs of children, youth, and families impacted by the child welfare system. Centering equity, we advocate for system change and bridge gaps by providing compassionate wrap-around resources, while helping to reduce trauma and bring healing. Our work helps maintain family and community connections while preventing child welfare involvement when possible.

In close coordination with Amara’s Development and Communications team, the Event Consultant will coordinate Amara’s annual gala, Together We Thrive, to offer guests a unique and meaningful experience that supports the Organization’s intention to build connections, highlight Amara’s mission, and achieve fundraising and attendance goals. All donation processing and acknowledgments before, during and after the event will be completed by Amara.

The scope assumes an in-person event for approximately 300 people held in Seattle. The event will include a program, with a featured speaker/keynote, prerecorded video, and fundraising activities. Revenue streams will include sponsor ships and donations before and after the event.

The Consultant/Planner’s role will include:

• Develop high-level timelines and budget with milestones and deadlines
• Work with staff and vendor(s) to optimize the event for raising funds and building relationships with supporters
• Organize event details and logistics
• Meet regularly with the Amara event team to review progress and advance goals
• In collaboration with the Amara team, help create a meaningful, well-scripted program that inspires our audience. (Amara shall have final approval of program elements and timing)
• Coordinate event meetings with Amara Staff and Amara Board Committees by scheduling, preparing materials, taking notes, following up with deliverables, and tracking overall progress toward event timelines.
• Research various event options based on event strategies, budget, event integrations, and make recommendations for donation and registration platforms, as needed
• The Planner will support Amara’s team in event seating, and support with tools and plans for successful table host recruitment.

• The Planner shall be the designated vendor contact and be responsible for booking and managing event logistics. The venue shall be booked 120 days or more before date the Event is scheduled to occur. The Amara team shall have final approval of the venue booked.
  • The Planner shall be the designated point of contact for leading tech rehearsals, event layout, seating, Audio & Visual, and develop an event‑day logistical workplan (including set‑up and tear‑down and accessibility accommodations for attendees).
  • The Planner shall be point of contact and support in determining staff volunteer roles, coverage needs, and preparation of any materials needed for volunteers. (The Amara team will be responsible for volunteer recruitment).
• The Planner, in collaboration with the Amara event team, will manage the event‑day run of show, effectively responding to last‑minute requests and needs.
• The Planner will, as needed, solicit bids, act as primary contact and be responsible for hiring all vendors necessary to work the event, with the Amara team having final approval over all vendors hired. The Planner will coordinate with chosen vendors to obtain, review, and verify final invoices. When possible, preference should be given to small businesses, minority‑led, and women‑operated.
• The Planner will, with the support and final approval of Amara’s event committee, act as point of contact for featured speakers (including keynotes, programs, sponsors, and with the Board of Directors), and Emcee bookings, ensuring compliance, addressing hospitality needs, and overseeing communication around contract requirements and event preparation for those featured both before, during, and after the event.
• The Planner shall be…