RFP – Event Planning & Management Consultant
Eastern Wyoming College seeks a qualified consultant to assist with event planning and event management for multiple college events throughout 2024.
Work expected to start January 8, 2024 and conclude September 30, 2024.
Proposals Due: Proposals will be received until 4:00 PM on Thursday, December 14, 2023. Bids will be opened and read aloud that same day at 4:05 PM local time in the Dolores Kaufman Board Room (room 274), Tebbet Classroom Building. Please send proposals to the following location;
Eastern Wyoming College
3200 West C Street
Torrington, WY 82240
Attn: Kwin Wilkes, CFO
kwilkes@ewc.wy.edu
EWC is seeking proposals from qualified event professionals to provide planning and management services for major and minor events and related projects associated with EWC’s academic programs and community outreach programs. Consultant evaluation criteria will include relevant experience, event knowledge, and connections to Eastern Wyoming communities, businesses and organizations. Value evaluation criteria will include availability, capacity to fulfill event planning & management needs, costs & fees, and scope of services.
The contract will preferably start January 8, 2024 and ending no later September 30, 2024.
As part of the contract, the Consultant will be asked to engage in the following activities:
• Assist college faculty and administration in designing event plans for the 2024 EWC International Archaeology Symposium, the 2024 Farm and Ranch Expo, and other large events at the college
• Work with faculty and staff to identify and fulfill logistical needs, outreach opportunities, and donor engagement opportunities for events
• Improve and manage registration systems for symposiums, expos, fundraisers, and similar events using existing EWC software
• Work with EWC College Relations Department to design and execute marketing campaigns for events
• Coordinate and manage logistics immediately before, during, and immediately after events
• Track key event data
• Produce post-event reports.
As part of the written proposal, please:
• communicate fees as a billable hourly rate(s) for the above services
• include an availability schedule to appear for in-person work in Torrington, Wyoming during the months of May, June, July, and August 2024
• include information about the number of hours available to work each week December 2023 through April 2024 and May 2024 through September 2024.
Public Notice No. 8827 published in the Torrington Telegram on November 29, 2023.
