Lobby Day 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 a firm to support the planning and execution of our 2026 Lobby Day in Washington, D.C., on June 2nd, held in conjunction with our annual Activist Summit. This vendor will support the training, coordination, logistics, and on-the-ground management of approximately 75 volunteers and activists participating in meetings with their representatives on Capitol Hill.

As part of the Activist Summit, Reproductive Freedom for All will bring 75 members from across the country to Washington, D.C. for a dedicated Lobby Day in which participants will meet with their U.S. Representatives and Senators to advocate for reproductive freedom policies. The day will include a morning briefing and preparation session, coordinated meetings with congressional offices, and a post-meeting debrief. Participants will be trained and prepared to advocate effectively and share their stories in support of reproductive freedom.

We are seeking a consultant to manage the logistical planning and execution of Lobby Day, including scheduling and coordinating congressional meetings, managing participant group assignments and materials, providing training and materials ahead of the Lobby Day to give participants ample time to prepare, providing on-site support and troubleshooting, coordinating staging locations and transitions throughout the day, and ensuring a smooth and organized experience for all attendees.

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

Consultants should have:

• At least 5 years of experience with federal advocacy, Capitol Hill Lobby Days, event planning, and legislative meeting coordination for large groups
• Demonstrated experience managing complex schedules and coordinating meetings with legislative offices
• Experience with managing on-the-ground logistics and implementing rapid problem-solving capabilities in high-security or government settings
• 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
• Demonstrated alignment with the Organization’s mission and core values

RFP Objectives

Reproductive Freedom for All is looking for a consultant/vendor to work in close coordination with our Government Relations team to do:

1. Legislative Meeting Scheduling and Coordination
   • Schedule meetings with U.S. House and Senate offices for approximately 75 participants
   • Coordinate directly with schedulers to confirm appointments and manage follow-ups
   • Track all meeting details, including times, locations, staff contacts, and security requirements
   • Build and maintain a comprehensive master schedule
2. Participant Grouping & Logistics Management
   • In collaboration with the Government Relations and Organizing department, organize participants into state-based or district-based meeting groups
   • Develop staffing and group leads plan for Lobby Day, including Reproductive Freedom For All staff
   • Develop and distribute individualized meeting schedules and packets
   • Provide clear instructions for navigating Capitol Hill buildings and security
3. Training & Preparation
   • Co-create two structured Lobby Day trainings:
     1. One training earlier during the Activist Summit to provide participants ample time to prepare
     2. One morning-of briefing to review messaging, logistics, and final reminders
   • Provide participants with guidance on what to expect and what to bring, training materials, talking points, one-pagers, and guidance in advance of meetings
   • Ensure materials are distributed with sufficient lead time for review
4. Materials Development & Production
   • Create and assemble professional printed meeting packets and folders
   • Coordinate issue briefs, policy one-pagers, leave-behind materials, and signage
5. On-the-Ground Lobby Day Execution
   • Manage a central staging location for morning briefing and transitions
   • Provide on-site staff support throughout the day to troubleshoot scheduling changes and unexpected challenges
   • Coordinate real-time updates if meetings are moved, delayed, or canceled
   • Maintain communication systems for rapid coordination (text chains, group alerts, etc.)
6. Security Coordination
   • Ensure participants are informed about Capitol security procedures and entry requirements
   • Coordinate any necessary permits
   • Ensure that private security is secured for participants during trainings and for travel to and from the Hill
7. Data Tracking & Follow-Up
   • Provide a system for collecting meeting notes and outcomes from participants
   • Deliver a post-Lobby Day summary of meetings held, offices reached, and follow-up needs
   • Support any necessary follow-up communication logistics
8. Post-Event Debrief & Reporting
   • Support facilitation of a post-meeting debrief session
   • Provide a final logistical report including successes, challenges, and recommendations for future Lobby Days

Budget Details

The estimated budget range for planning and execution is $20,000.

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 a contract

RFP Point of Contact and Timeline

The consultant will work primarily with the Government Relations and Campaigns & Organizing Departments.

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