Project Manager and Event Consultant Service
- Client
- MHC 2027: The Next Lap
- Solicitation No.
- —
- Posted
- 10/21/2026
- Category
- Marketing and Branding
- Budget
- Looking for Proposals
- NAICS
- —
- Set-aside
- —
- Contact
- —
Description
AI GeneratedMHC 2027: The Next Lap seeks proposals for a project manager (Crew Chief) and an event consultant (Track Manager) to plan and execute a series of anniversary events in the Martinsville-Henry County region. The selected vendors will manage overall timelines, sponsor coordination, site logistics, safety, vendor recommendations, and a signature mid-summer festival spanning from the fourth quarter of 2026 through the fourth quarter of 2027. Eligible applicants are USA-based organizations, individuals, firms, or teams that can engage with the Martinsville-Henry County area and meet standard business licensing, liability insurance, and workers' compensation requirements. Proposers must electronically submit a PDF proposal to [email protected] containing an organizational background, qualifications, key personnel resumes, work plan, deliverables timeline, disclosures, fee proposal, and three client references. While the opportunity remains open until filled, proposal reviews begin on November 12, 2026. Submissions will be evaluated based on relevant experience with comparable events, qualifications of key personnel, project approach feasibility, and cost-effectiveness within the total initiative budget of $345,000.
Key solicitation details
AI-extracted from Request_for_Proposals_Final.pdf. Confirm against the original documents before bidding.
MHC 2027: The Next Lap is seeking proposals from qualified individuals, firms, consultants, or teams to provide outside professional assistance as Crew Chief (Project Manager) and/or Track Manager (Event Consultant). The initiative celebrates the 80th anniversary of Martinsville Speedway and the 250th anniversary of Henry County. Proposers may submit for one or both roles.
- Issued by
- MHC 2027: The Next Lap
- RFP Release Date
- October 15, 2026
- Proposal Review to Begin
- November 12, 2026
- Proposal Due Date
- Open Until Filled
- How to submit
- Electronic submission
- Submission details
- Submitted in PDF format to info @mhcchamber.com with subject line Proposal - Crew Chief / Track Manager RFP.
- Contract term
- Anticipated 18-month engagement covering late 2026 through the conclusion, evaluation, and post-event closeout of the 2027 initiative
- Estimated value
- $345,000
- Place of performance
- Martinsville-Henry County area (offsite work with regular on-site presence for key meetings, planning sessions, and events)
- Insurance and bonding
- Proof of general liability insurance, workers' compensation coverage as required by law, and proof of applicable business licensing may be required.
How proposals are evaluated
| Relevant project management experience | 25 |
| Event planning and execution capacity | 20 |
| Community partnership approach | 15 |
| Understanding of initiative goals | 15 |
| Work plan and deliverables | 10 |
| Communications and sponsorship support | 10 |
| Cost and value | 5 |
Scope of work
- Develop and maintain a master project plan and timeline
- Lead planning and coordination for the signature mid-summer festival
- Serve as primary point of contact for Race Teams, community partners, sponsors, and vendors
- Support pursuing and managing sponsorships, grants, and other funding opportunities
- Produce a comprehensive pass-down or playbook for future annual events
- Advise on the feasibility, layout, and operational requirements of the festival
- Recommend vendor scopes for staging, audiovisual, barricades, sanitation, traffic control, and fireworks
- Support run-of-show development for the festival, concert, and fireworks components
Minimum qualifications
- Experience managing complex, multi-partner public initiatives, festivals, civic events, or comparable multi-event programs
- Experience with event logistics, permitting, public safety coordination, vendor management, and operational planning
- Ability to work with local governments, chambers, tourism organizations, nonprofits, and private-sector sponsors
- Strong project management systems, communication practices, timeline management, documentation, and reporting discipline
- Experience with community engagement and partner coordination
- Excellent written and verbal communication skills and ability to work evenings and weekends as needed
Documents to include with the bid
- Cover Letter
- Firm or Consultant Profile
- Qualifications and Relevant Experience
- Proposed Approach and Work Plan
- Project Team resumes or biographies
- Deliverables and Timeline
- Fee Proposal
- At least three client references
- Required Disclosures regarding conflicts of interest and compliance
Verify important details
Document checkConfirm submission instructions and amendments with the issuing agency before responding.
Personalized fit score
Sign up free to see how well this opportunity fits your company — based on your saved profile.
Sign up to see your fit score