Event Planner

REQUEST FOR PROPOSAL (RFP)

Events Planner

Issued by: Minnesota Black Chamber of Commerce (MBCC)
Contact: Board Chair
Email: [email protected]
Date of Issuance: March 2025
Proposal Due Date: Rolling until filled (immediate start preferred)

1. Overview

The Minnesota Black Chamber of Commerce (MBCC) seeks an experienced Event  Manager to coordinate and execute various business-related events for the Chamber.

The selected Events Planner will work closely with MBCC’s Board of Directors, leadership team, and key stakeholders to design, coordinate, and execute high-impact events that align with MBCC’s mission, ensuring seamless logistics, strategic engagement, and programmatic alignment to support Black-owned businesses and entrepreneurs.

1. Scope of Work

The Events Planner will be responsible for planning, organizing, and executing the following key events outlined in MBCC’s Work Plan and Appropriation Budget:

1. Signature Events

• Annual Black Women Professionals Conference (2025 & 2026)
• Half-Day Business Conferences (6 total)
• Quarterly Policy Convenings (Total: 11 over 3 years)

2. Monthly Networking & Training Events

• Training Workshops & Business Development Sessions
• 10K Black Business Program Events

3. Event Planning & Execution Responsibilities

• Logistics Management:
  • Venue selection and contract negotiation
  • Vendor coordination (catering, AV, marketing, etc.)
  • Registration and ticketing management
• Marketing & Promotion:
  • Work with MBCC leadership to develop event promotion strategies
  • Develop social media campaigns, flyers, and outreach materials
  • Ensure event branding aligns with MBCC and funding requirements
• Stakeholder Engagement & Sponsorship Coordination:
  • Liaise with MBCC board members, business leaders, and partners
  • Assist in securing sponsorships and funding support for events
  • Maintain positive relationships with key stakeholders
• Budget Management & Compliance:
  • Ensure all event expenses align with the allocated budget from the Appropriation Grant
  • Track expenditures, invoices, and reporting requirements
  • Ensure compliance with funding guidelines from the DEED Appropriation
• On-Site Event Management:
  • Oversee event setup and breakdown
  • Manage event flow, speaker coordination, and attendee experience
  • Troubleshoot issues and ensure smooth execution

III. Qualifications & Experience

The ideal candidate should have:
✅ 5+ years of experience in event planning (preferably within nonprofit, business, or economic development sectors)
✅ Experience with conferences, networking events, and business-related workshops
✅ Strong vendor negotiation and logistics coordination skills
✅ Knowledge of budgeting, grant compliance, and financial tracking
✅ Excellent written and verbal communication skills
✅ Ability to manage multiple events simultaneously
✅ Experience working with diverse business communities and stakeholder engagement

1. Contract Term & Compensation

• Duration: Contract aligns with the grant period (2025–2027), with renewal based on funding availability
• Compensation: The budget for event coordination is pre-allocated in MBCC’s Appropriation Budget; contract rate will be negotiated based on experience and deliverables
• Location: Hybrid (remote and in-person events in Minnesota as required)
• Start Date: ASAP

1. Submission Requirements

Interested candidates should submit:

1. Proposal Cover Letter
2. Resume/CV
3. Portfolio or List of Past Events Coordinated
4. Proposed Contract Rate (Hourly or Per Event Breakdown)
5. Three (3) Professional References

1. Submission & Contact Information

📩 Submit proposals to:
Board Chair, Minnesota Black Chamber of Commerce
📧[email protected]

📅 Proposals will be reviewed on a rolling basis, with an immediate need to fill this role.

VII. Selection Process

The MBCC Executive Committee and Leadership will evaluate proposals based on:
✔ Experience & Qualifications
✔ Demonstrated ability to execute similar events
✔ Cost proposal and alignment with the appropriation budget
✔ Availability and ability to start immediately

VIII. About the Minnesota Black Chamber of Commerce (MBCC)

The Minnesota Black Chamber of Commerce (MBCC) is dedicated to economically empowering and sustaining Black-owned businesses and the communities they serve. MBCC provides resources, networking opportunities, advocacy, and training programs to support Black entrepreneurs and business professionals across Minnesota.

For more information about MBCC, visit:
🌍 www.minnesotablackchamber.org