Activist Summit Event Planning & Management

Organization Background

Reproductive Freedom for All fights for reproductive freedom for every person in every state. We organize and mobilize to ensure everybody has access to abortion care, birth control, paid family and sick leave, and pregnancy discrimination protections.

Project Overview

The purpose of this Request for Proposal (“RFP”) is to identify an event planning and logistics production firm to support our 2026 Activist Summit full-service event planning, travel coordination, and on-site production needs, for 75 volunteers, activists, and community leaders from across the country.

From May 31st to June 3rd, Reproductive Freedom for All will bring together 75 volunteers, activists, and community leaders from across the country to Washington, D.C. for our annual Activist Summit. Over these days, activists will attend in-depth trainings, strategy sessions, and interactive breakout groups designed to strengthen organizing skills, deepen leadership development, and build a shared strategy to fight back against attacks on reproductive freedom. Participants will return home ready to mobilize in their communities and build power through elections.

We are aiming to bring on a consultant by April 1st, 2026.

Consultants should have:

• At least 5 years of experience with multi-day conference planning, national convenings, and full-service event logistics production
• Demonstrated experience managing travel logistics for 75–150+ attendees
• Experience coordinating events in Washington, D.C. preferred
• Strong budget management and vendor negotiation experience
• A record of success in delivering high-quality events and meeting customer standards, and an approach to customer services that centers the client’s needs
• A demonstrated commitment to Reproductive Freedom for All’s values of collaboration, equity, excellence, inclusion and transparency
• A strong commitment to reproductive freedom

RFP Objectives

Reproductive Freedom for All is looking for a consultant/vendor to do:

1. Venue & Hotel Management
   • Identify and secure a hotel venue in Washington, D.C. to host the conference
   • Negotiate contracts for guest room blocks and training/conference rooms
   • Coordinate all catering (breakfast, lunch, refreshments, and any hosted dinners)
   • Manage venue logistics including room layouts, accessibility, and compliance
2. Travel Coordination
   • Book and track flights and/or train travel for approximately 75 participants
   • Arrange ground transportation as needed
   • Offer real-time travel support to participants if they have issues during travel days
3. Event Production & Run of Show
   • Develop and manage a comprehensive production timeline
   • Build and manage a detailed run-of-show for each day
   • Provide on-site event management and staffing
   • Oversee load-in and load-out
   • Troubleshoot in real time
4. Audio/Visual & Technical Production
   • Secure and manage AV equipment (WiFi access, microphones, projectors, screens, lighting, etc.)
   • Line up speaker presentations and run the slideshow
   • Communicate with hotel AV staff
5. Evening Programming & Special Events
   • Plan and coordinate evening dinners or special events
   • Secure off-site venues for dinners/events
   • Coordinate entertainment or speakers (if applicable)
6.  Security
   • Manage the event security personnel that the organization provides
   • Coordinate with the venue and local authorities if necessary
7. Registration & Check-In
   • Build and manage a registration system
   • Oversee on-site check-in and staffing
   • Prepare name badges, materials, handouts, credentials, and other registration materials
8. Printed Materials & Supplies
   • Produce printed folders, signage, programs, and handouts
   • Manage printing timelines and on-site distribution
9. Budget & Vendor Management
   • Develop and manage an event budget in collaboration with staff
   • Work with vendors
   • Submit invoices in a timely and organized manner
   • Provide post-event reconciliation
10. Post-Event Evaluation
    • Conduct post-event debrief
    • Provide participant feedback summary
    • Submit a final event report with recommendations

Budget Details

The estimated budget range for planning and execution (excluding venue and hard costs) is $40,000.

RFP Timeline

• March 13: RFP up and posted on website
• March 23: Proposals and interviews of potential vendors conducted
• March 27: Review period closes
• April 1: A vendor/consultant is selected and contacted with contract

RFP Point of Contact and Timeline

The consultant will work primarily with the Campaigns & Organizing Department.

Please direct all questions and submit all materials to: Kat Lockwood, Director of Organizing and Training, [email protected].