Description

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Issued by: Center for Engagement, Environmental Justice, and Health (CEEJH, Inc.)

RFP Issued: 21 February 2025

Proposal Submission Deadline: 5:00 PM (EDT), 07 March 2025

Contact Information: CEEJH, Inc., Symposium Team, Email: symposium@ceejh.org 

Introduction
CEEJH, Inc. is seeking proposals from qualified event planning professionals or firms to assist with the planning, coordination, and execution of the 2025 Environmental Justice and Health Disparities Symposium. The symposium is scheduled to take place September 11-13, 2025, at the Sheraton Inner Harbor in Baltimore, MD, featuring a mix of virtual and in-person sessions with an expected daily attendance of 200-300 participants. The selected contractor will work closely with CEEJH, Inc.’s Education Director, Internal and External Planning Committees, and venue staff to ensure a successful event.

About CEEJH, Inc.
CEEJH, Inc. is a nonprofit organization dedicated to supporting communities impacted by environmental, climate, and energy injustices, with a focus on the Mid-Atlantic region, the Southeast, and beyond. Through technical assistance, capacity-building, and advocacy, CEEJH, Inc. empowers communities to address environmental racism, oppression, and health inequities following the 17 Principles of Environmental Justice.

Scope of Work
The selected Event Planner will be responsible for the following tasks:

• Event Planning & Execution
• Develop and manage a comprehensive project plan and timeline.
  Oversee logistical aspects including venue coordination, registration, AV setup, and scheduling.
• Coordinate with vendors, exhibitors, caterers, transportation services, and audiovisual teams.
• Assist in speaker, panelist, and special guest coordination.
• Ensure compliance with venue and safety regulations.
• Manage attendee registration and check-in processes.
• Support sponsorship and exhibitor engagement and coordination.

Marketing & Communications

• Support the Communications Director in developing promotional materials, newsletters, flyers, and social media campaigns.
• Assist in outreach efforts to increase event visibility and engagement.

Budget & Vendor Management

• Manage and track the event budget, ensuring cost-effectiveness.
• Process invoices and payments for vendors and service providers.
  Negotiate contracts and maintain strong relationships with vendors and suppliers.

On-Site Coordination

• Conduct site visits prior to the event to assess logistics and setup needs.
• Oversee event setup, registration, and attendee experience during the symposium.
• Manage volunteers and event staff to ensure smooth operations.
• Develop and implement contingency plans for unforeseen challenges.

Travel Requirements & Reimbursement
The selected contractor must be prepared to travel as needed to ensure the successful planning and execution of the symposium. Travel requirements include, but are not limited to:

• Site Visits: The contractor will be required to conduct multiple site visits to the Sheraton Inner Harbor in Baltimore, MD. These visits are necessary for venue evaluations, logistics assessments, and final setup coordination.
• On-Site Coordination: During the symposium (September 11–13, 2025), as well as any preparatory or post-event activities, the contractor may need to travel to and remain on-site to oversee event setup, execution, and breakdown.
• Reimbursement: Travel expenses—including mileage (reimbursed per current IRS guidelines), parking fees, and transportation costs—will be fully reimbursed. Additionally, lodging and meals will be provided for all days the contractor is required to be on-site.
• Approval & Documentation: All travel plans and expenses must be pre-approved by CEEJH. The contractor is responsible for submitting detailed receipts and a travel expense report for reimbursement.

Administrative

• Draft and manage correspondences with speakers, sponsors, exhibitors, and other stakeholders.
• Manage the symposium email inbox, responding to inquiries within 24 hours.
• Develop, update, and maintain templates for recurring communications (e.g., registration confirmations, sponsorship agreements).
• Update and refine the current symposium playbook to reflect best practices and lessons learned, templates, and process improvements.
• Create standardized checklists for future events (e.g., vendor onboarding, post-event reporting).
• Design reusable templates for agendas, name badges, signage, and feedback surveys.
• Schedule and document meetings with the Internal/External Planning Committees.
• Maintain a shared drive for all event-related documents (e.g., contracts, timelines).

Post-Event Evaluation

• Collect feedback from attendees, partners, and stakeholders.
• Compile a final report assessing event success and recommendations for future improvements.

Requirements

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Qualifications
The ideal candidate or firm will possess the following qualifications:

• Demonstrated experience planning and managing large-scale events, preferably for community-based or advocacy organizations.
• Preference will be given to event planners who have proven experience in sustainable event management practices, with additional consideration for those located in or near Baltimore.
• Strong organizational and problem-solving skills.
• Excellent written and verbal communication skills.
• Experience working with diverse communities and stakeholders.
• Familiarity with event management software is a plus.
• Commitment to environmental justice, social justice, diversity, equity, and inclusion.

Budget & Hours

Contract Type: Part-time, contractual

Estimated Hours: Up to 610 hours overall, including:

• Pre-Symposium (Contract Execution to 22 August 2025): 21 weeks at 20 hours per week
• Two Weeks Before the Symposium (25 August – 05 September 2025): 40 hours per week
• Symposium Week (08–14 September 2025): Approximately 70 hours
• Post-Symposium (15–19 September 2025): 20 hours
• Final Wrap-Up (22–26 September 2025): 20 hours

Compensation: Compensation will be negotiated based on experience and the proposed scope of services. Vendors must submit a detailed budget, including hourly rates or project-based fees, with justification for costs.

Additional Hours: Any hours worked beyond the estimated 610 hours must be pre-approved in writing by CEEJH, Inc. and will be compensated at an hourly rate negotiated in writing by both parties.

Additional Compensation: Parking and mileage (per current IRS guidelines) for pre-symposium site visits; lodging and meals will be provided during the symposium as the contractor is expected to remain onsite.

RFP Timeline & Deliverables
RFP Deliverable: Proposal Open Virtual Q & A Session Due Date: 11:00 AM (EDT), 28 February 2025
RFP Deliverable: Proposal Question Submission Deadline Due Date: 4:00 PM (EDT), 28 February 2025
RFP Deliverable: Proposal Submission Deadline Due Date: 5:00 PM (EDT), 07 March 2025
RFP Deliverable: Candidate Presentations/Interviews Due Date:1:30 PM to 3:00 PM (EDT), 13 March 2025 (Shortlisted candidates will be contacted for follow-up interviews or clarifications.)
RFP Deliverable: Selection of Contractor Due Date: 5:00 PM (EDT), 14 March 2025
RFP Deliverable: Event Planning Period Due Date: ASAP – 19 September 2025 (We expect that the contractor will begin 24 March 2025.)
RFP Deliverable: Final Event Report Submission Due Date: 5:00 PM (EDT), 26 September 2025

To participate in the virtual Q&A session, send a request to symposium@ceejh.org by 4:00 PM, 27 February 2025.

Submission Requirements
Interested candidates or firms should submit the following:

• A detailed proposal outlining relevant experience, commitment to environmental justice, and a plan for symposium execution.
• A resume/CV (if individual) or company profile (if firm).
• Examples of previous events planned, including scope and impact.
• A proposed budget including hourly rates or per-project rates and estimated hours required.
• Three professional references related to previous events.

All proposals should be submitted as a single PDF document to symposium@ceejh.org before 5:00 PM (EDT), 07 March 2025. The file should be named using the following format: "Individual/CompanyName_EventPlannerProposal_CEEJH.pdf"

Evaluation Criteria
All proposals will be reviewed for compliance with the submission requirements and minimum qualifications. Finalists may be invited to an interview or asked to provide additional clarifications regarding their proposals. 

Proposals will be evaluated against the following criteria using a weighted scoring matrix. Each proposal will be rated on a numerical scale (0–5) for each benchmark, with weights reflecting the relative importance of each factor. The weighted scores for each benchmark will be summed to yield an overall score. The contractor with the highest total score—provided they meet all minimum requirements—will be recommended for selection.

Selection Methodology:

Transparency & Fairness: Evaluation criteria, along with their assigned weights and scoring scale, are clearly outlined in this document so that all proposers understand the basis on which proposals will be evaluated.
Weighted Scoring Matrix: 
Relevant Experience and Past Performance (30%):
Assessment of demonstrated experience planning and managing large-scale events, with emphasis on community-based or advocacy organizations, and the quality of previous work samples.
Project Approach and Methodology (25%):
Clarity, feasibility, and innovation of the proposed project plan and timeline, including the ability to manage both logistical and administrative tasks.
Administrative and Communication Capability (20%):
Effectiveness in managing event-related correspondence, drafting templates, updating the symposium playbook, and overall administrative organization.
Budget and Cost-Effectiveness (15%):
Realism and transparency of the proposed budget, hourly rates, and overall value for money.
References and Track Record (10%):
Quality and relevance of provided references and documented success in previous similar projects.
Numerical Rating Scale: Proposals are rated on a scale of 0 to 5 for each benchmark (0 = unacceptable/no response, 5 = excellent). The score for each benchmark is multiplied by its weight to derive a weighted score.
Consensus & Documentation: All evaluation committee members will score proposals independently. Following individual scoring, the committee will meet to discuss any major discrepancies and agree on a consensus score for each benchmark. All discussions, scores, and justifications must be documented.

Example Scoring Matrix:

Evaluation benchmark
Weight (%)
Score (0–5)

Evaluation benchmark: Relevant Experience and Past Performance
Weight (%): 30
Score (0-5): (e.g., 4)
Weighted Score (Weight × Score): 4 × 30 = 120

Evaluation benchmark: Project Approach and Methodology
Weight (%): 25
Score (0-5): (e.g., 3)
Weighted Score (Weight x Score): 3 × 25 = 75

Evaluation benchmark: Administrative and Communication Capability
Weight (%): 20
Score: (e.g., 5)
Weighted Score (Weight x Score): 5 × 20 = 100

Evaluation benchmark: Budget & Cost-Effectiveness
Weight(%): 15
Score: (e.g., 4)
Weighted Score (Weight x Score): 4 × 15 = 60

Evaluation benchmark: References and Track Record
Weight (%): 10
Score: (e.g., 3)
Weighted Score (Weight x Score): 3 × 10 = 30

Total: 100

Total Score (sum of weighted scores)

The highest-scoring proposal that meets all minimum requirements will be selected. If two proposals score similarly, further review—including interviews, presentations, or additional clarifications—may be required to reach a final decision.

Detailed scoring sheets and documentation of the evaluation process will be maintained for transparency and future reference.

Proposal Submission & Questions
All questions related to this RFP should be submitted to symposium@ceejh.org  by 4:00 PM, 28 February 2025.

Proposal Submission Deadline: 4:00 PM, 07 March 2025.

Equal Opportunity Statement
CEEJH, Inc. is an equal opportunity organization and encourages applications from individuals of all backgrounds committed to environmental and social justice.

Fiscal Sponsorship: CEEJH, Inc. is a fiscally sponsored project of Movement Strategy Center (MSC). MSC is an equal opportunity employer that does not discriminate based on race, color, religion, disability, gender, nationality, ethnicity, sex, gender identity, sexual orientation, or any other protected status.