What the buyer needs
AI summaryThe buyer seeks event management services for end-to-end event logistics, registration, sponsorship coordination, and financial reconciliation. All questions must be submitted no later than November 20, 2026.
Scope of work
- End-to-end management of the IDAC 2027 and future Annual Summits.
- Venue sourcing, site visits, hotel-room-block strategy, and vendor contract negotiation support.
- Program and speaker logistics, including invitations, rehearsals, scripts, and run-of-show.
- Registration, attendee communications, sponsor activation, onsite staffing, and day-of-event coordination.
- Management of three to six Regional Events per contract year.
- Annual Golf Tournament registration and payment management through Event Caddy.
- Sponsorship relationship management across all iDAC and Foundation events.
- Active management of Wild Apricot and Event Caddy technology platforms.
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Organizational Capabilities & Experience | Not specified |
| Technology & Infrastructure | Not specified |
| Financial Transparency & Value | Not specified |
| Mission Alignment & Cultural Fit | Not specified |
Minimum qualifications
- Qualified event-management firms, independent individual professionals, and teams of independent professionals.
- Ability to support both 501(c)(6) and 501(c)(3) entities in compliance with distinct regulatory requirements.
- Demonstrated experience with Wild Apricot and Event Caddy, or a described transition approach.
- Minimum of three professional references, at least two from nonprofit associations or trade organizations.
Documents to include with your response
- Firm Overview
- Proposed Service Model and Team Structure
- Technology Platforms
- Sample Reports or Deliverables (event production schedule, run-of-show, budget versus actual, risk register, post-event report)
- Client References
- Pricing and Cost Structure
- Proposed Contract Term and Structure
- Disclosure of commissions, rebates, referral fees, vendor incentives, markups, and conflicts of interest
How to submit
- Method
- Electronic via email or RFP submission link
- Instructions
- Submit electronically no later than 5:00 PM Eastern Time on December 11, 2026, via email or the RFP Submission Link (https://drl.idacfinance.org/rfp-submit).