Event Planning Request for Proposals

Seeking Event Planner for Building Local Prosperity Together

….

….

The Bay Area Jobs First Collaborative (the Collaborative) is seeking an Event Planner or Event Planning Team to co-design and execute Building Local Prosperity Together, a 1 to 1.5-day regional symposium tentatively scheduled for April 2026 in San Francisco or Oakland.

This event will celebrate the accomplishments of the Bay Area Jobs First Collaborative over the past three years and highlight the partnerships, projects, and impact advancing equitable economic development across the nine-county Bay Area region. The gathering will also foster connection, collaboration, and learning among community based organizations, public agencies, labor, business, philanthropy, and education partners committed to inclusive regional growth.

The selected Event Planner will collaborate with All Home (Regional Convener) and the Bay Area Jobs First Steering Committee to finalize the event design and lead all elements of planning and execution—from venue coordination and technical production to session design, speaker support, and day of management. While April is the preferred month, the Collaborative may consider alternative dates in Spring 2026 based on venue availability, budget considerations, and consultant recommendations. Applicants may propose an adjusted timeline if needed to ensure a high quality event.

The period of performance will take place no sooner than January through June 2026.

Qualifications & Proposal Requirements

Qualifications:

• Qualified applicants include those with demonstrated experience designing and executing professional convenings for medium to large audiences, preferably involving coalitions, multi-sector collaborations. 
• Preferred applicants will have familiarity with Bay Area regional initiatives, workforce and economic development efforts, and alignment with the Bay Area Jobs First Collaborative’s principles of equity, high-road employment, and community resilience.
• Eligible applicants include individuals, consulting firms, event planning agencies, and mission-driven organizations with experience producing professional conferences. Subcontracting is also permitted for this RFP.

Deadline: Proposals must be received by Monday, December 15, 2025, at 5:00pm (Pacific Time). Please submit your materials to the Bay Area Jobs First Collaborative at [email protected] with the subject line: “RFP Submission – Building Local Prosperity Together.”

Submission: One (1) PDF document with the following items must be submitted with your proposal.

1. Cover Letter (400 words recommended, but no limit). Provide a brief introduction and overview regarding your interest in the project, including the following contact information:
   • Full contractor/entity name 
   • Contact Person 
   • Contact Person phone number
   • Contact Person e-mail address 
   • Contractor/entity mailing address 
     
2. Experience and Qualifications. Describe your expertise in designing and executing events for medium to large size groups, similar in scope to the proposed “Bay Area Jobs First: Building Local Prosperity Together”.  Please include:
   • Examples of similar events executed
   • Experience with event design, facilitation and stakeholder engagement
   • Qualifications and roles of key team members
   • Familiarity with Bay Area regional initiatives, workforce development and economic development preferred.
     
3. Proposed Approach. Describe how you will achieve the objectives and complete the scope including: 
   • Event planning timeline and milestones
   • Approach to collaboration and co-design with the Steering Committee members and stakeholders 
   • Communication and logistics management methods
   • Contingency planning and accessibility strategies 
   • Union Labor Preference*
   • Include considerations or recommendations you have regarding event timing. April 2026 is preferred; however, the Collaborative is open to minor adjustments within Spring 2026 based on feasibility.
     
     *The Collaborative strongly prefers the use of union event staff and unionized venues whenever feasible. Applicants who outline how they will incorporate union labor—such as through partnerships with unionized vendors, hiring union technical staff, or securing a unionized venue—will receive additional consideration in the evaluation process.
     
4. Budget & Availability. Provide a detailed estimated budget outlining all costs.
   • Including but not limited to the following example categories: event design and planning fees, venue, event staffing fees, catering, speaker fees and travel, etc. 
   • Include rates and payment terms 
   • Share your availability to start working with the Collaborative. 

• References (Optional)
  • Include up to three references from clients for similar events.  References may be contacted throughout our evaluation process.

Additional Information

An informational session was held on December 2nd. Watch the Zoom recording and view the slides.

Learn More about the Bay Area Jobs First 

Bay Area California Jobs First Webpage – The website provides an overview of the Bay Area Jobs First Collaborative and its role in the statewide California Jobs First initiative, including governance, regional economic strategies, and priority sectors. It also offers key documents, funding information, and ways for stakeholders to get involved.

Regional Plan Part 1 – Provides a comprehensive baseline assessment of the Bay Area, its stakeholders, and the factors influencing its economic, environmental, and health conditions.

Regional Plan Part 2 – Outlines target sectors and strategies for the Bay Area Region to guide economic development and growth that prioritizes equity, job quality, climate resiliency, and community voice.

Frequently Asked Questions

This section will be updated regularly as the Collaborative receives questions from potential applicants. Applicants can submit questions to [email protected].