Seeking Event Planning and Management Specialist

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1. Overview Ednovate Charter Schools is seeking a highly organized, experienced event planner or event planning firm to provide planning and logistical support for six annual events that bring together our network of 350 staff members. These events play a critical role in welcoming new team members, building professional capacity, and celebrating our community. We are looking for a planner with experience leading detailed planning, smooth execution, and ensuring that each event delivers consistently high quality experiences that reflect our culture and values. 2. Organization Background Ednovate is a growing network of high-performing public charter high schools in Los Angeles and Orange County. Our mission is to help our students create positive multigenerational change through college graduation and lives of purpose. A strong, connected, and supported staff community is vital to our success. 3. Scope of Work The selected event planner will be responsible for supporting six annual events: A. New Hire Orientation Timing: July 21-23, 2025 Location: On a school campus Attendees: 40–60 new staff members Support Needed: Room setup and A/V, food and beverage coordination, name tags/materials, signage, day-of coordination B. Four Network-Wide Professional Development (PD) Days Timing: July 28, 2025 October 13, 2025 January 5, 2025 April 6, 2025 Location: School campuses (varies by event) Attendees: 300–350 staff members Support Needed: Coordinating food and beverage for large group Breakout room logistics and signage On-site registration (with volunteer support) and directional signage Vendor coordination (e.g., rentals, tech support) Day-of support and troubleshooting C. Staff Appreciation Dinner and Awards Ceremony Timing: Mid-May Location: Third-party venue (varies annually) Attendees: 300–350 staff members Support Needed: Venue selection support Catering and bar coordination Vendor management (A/V, décor, photographer, entertainment) Program management (run of show, award distribution) Day-of event management and wrap-up 4. Deliverables Detailed event timelines for each event (Asana preferred) Budget tracking and vendor payment coordination Communication templates (e.g., invites, day-of schedules) Final report and reflection after each event 5. Proposal Requirements Please include the following in your response: A brief introduction and background of your company or experience Examples of similar events you have planned or supported Proposed approach to managing the six events described Estimated fees and pricing structure (fixed fee per event or hourly rate with estimated hours) List of services included (e.g., vendor negotiation, on-site support, A/V coordination) Contact information for two professional references 6. Selection Criteria Proposals will be evaluated based on: Relevant experience with large staff and/or school-based events Quality and clarity of proposal Alignment with Ednovate’s mission and culture Cost-effectiveness References and past performance 7. Submission Instructions Please submit your proposal by June 25

Keyword: Project Coordinator

Price: $30.0

Project Scheduling Project Logistics Event Planning Communications Event Management