Events Production Contractor
REQUEST FOR QUALIFICATIONS
Events Production Contractor
i.c.stars | Contract Engagement
Issuing Organization
i.c.stars
Engagement Type
Independent Contractor (1099) or Event Production Firm
Locations
Chicago, IL | Milwaukee, WI | Kansas City, MO
Event Volume
Approximately 10–12 signature events per year across three cities
Contract Period
Annual engagement, renewable. Initial term through December 2026.
Compensation
$5,000–$7,000 per event (respondents may propose alternative structures)
Annual Budget Ceiling
[TO BE DETERMINED]
Submission Deadline
5/11/2026- About i.c.stars
We find talent, train talent, and place talent in rewarding careers that end cycles of generational poverty and yield long-term success. Our program operates in Chicago, Milwaukee and Kansas City, Missouri.
At our core, we believe that innovation thrives when people are empowered, supported, and allowed to grow. If you’re someone who is energized by people-first leadership and is passionate about making a lasting impact, you may want to be a part of our journey as we continue to shape the future of tech professionals.
- Purpose of This RFQ
As part of an organizational restructure, i.c.stars is separating event production (this engagement) from corporate sponsorship sales (which will be managed by internal Corporate Relations staff).
The Events Production Contractor is responsible for the operational strategy, project management, vendor coordination, and on-site execution of each event. i.c.stars retains ownership of mission, messaging, donor relationships, speaker selection, and final approvals.
Respondents may propose to cover all three cities or a subset. i.c.stars may engage one contractor across all cities or multiple contractors by market.- Signature Events Calendar
The following events are in scope for this engagement. Dates are approximate and confirmed annually.
Event
City
Typical Timing
Format
Chicago
HR Roundtable
Chicago
April
Roundtable / panel
iOpener
Chicago
August
Conference / convening
TechBash
Chicago
October–November
Gala / celebration
Milwaukee
Capitalize on Wisconsin
Milwaukee
April
Conference / convening
iOpener
Milwaukee
August
Conference / convening
StarBash
Milwaukee
December
Gala / celebration
Kansas City
Hack the Dream
Kansas City
February
Conference / convening
iOpener
Kansas City
September
Conference / convening
Partner events (commencements, tech expos, SIM Golf) are not in scope for this engagement and are managed internally.- Scope of Work
- 1 Strategy and Event Design
- Develop a high-level event plan and timeline for each event
- Help align event goals with fundraising, awareness, and advocacy objectives
- Recommend cost-saving strategies and creative approaches to event production
- 2 Project Management
- Manage and track registration and attendance, including CIO and VIP lists
- Create and manage a master project plan for each event
- Run planning meetings and provide status updates to the Executive Director
- Flag risks and troubleshoot issues proactively
- 3 Vendor and Logistics Management
- Source and manage vendors within budget parameters (venue, AV, catering, photography, videography)
- Negotiate vendor contracts in coordination with i.c.stars
- Manage load-in, load-out, run-of-show, and on-site logistics
- Oversee insurance certificates and vendor compliance items
- 4 Program and Content Support
- Build the event agenda and run-of-show
- Support speaker management and stage flow
- Coordinate rehearsals and tech run-throughs
- 5 Fundraising and Guest Experience
- Manage name badge printing, registration, check-in, and seating logistics
- Responsible for ticket sales execution and tracking
- Manage annual sponsor attendees, comp codes, registration, and follow-up
- Design guest flow and experience touchpoints
- 6 Marketing and Communications Support
- Ensure audience growth through email communications schedule, developed in collaboration with Marketing Director
- Ensure sponsor recognition across platforms and channels
- Create event timelines for promotions
- Coordinate with designers, printers, or digital vendors
- Manage event websites (WordPress and Classy) with weekly updates including speakers, VIP attendees, and sponsors
- 7 On-Site Execution
- Lead on-site event production
- Manage registration operations
- Coordinate vendors, volunteers, and staff flow
- Troubleshoot in real time and ensure the event runs on schedule
- 8 Post-Event Wrap-Up
- Oversee strike and vendor reconciliation
- Provide a post-event report including budget reconciliation, attendance data, and learnings
- Participate in a debrief meeting with the Executive Director and relevant staff
- Role Boundaries
To set clear expectations, the Events Production Contractor is not responsible for:
- Corporate sponsorship sales, cultivation, or pipeline management
- Donor relationship management or gift processing
- Speaker selection or mission-related content decisions
- Managing i.c.stars’ social media accounts directly
- Partner events (commencements, tech expos, SIM Golf)
- Board or committee management
- Engagement Structure
Engagement Type
Independent Contractor (1099) or Event Production Firm
Scope
Approximately 10–12 signature events per year across Chicago, Milwaukee, and Kansas City
Contract Term
Annual engagement, renewable. Initial term through December 2026. Either party may terminate with 30 days’ written notice.
Compensation
$5,000–$7,000 per event. Respondents may propose alternative structures (retainer, tiered pricing by event size, or blended models).
Annual Budget Ceiling
[TO BE DETERMINED]
Travel
On-site presence required for event day. Remote planning and coordination is acceptable. Travel expenses handled separately per i.c.stars travel policy.
Reports To
City Executive Director (primary); COO (contract oversight)
Key Collaborators
Executive Directors, Corporate Relations Manager, Marketing Director, EA/Office Manager- Qualifications
- At least three years of experience managing events from concept to execution, including multi-city or multi-event calendars
- Demonstrated experience producing fundraising galas, conferences, or corporate convenings for 100–300+ attendees
- Strong vendor management skills including sourcing, negotiation, and on-site coordination
- Experience managing event budgets and tracking expenses against revenue goals
- Excellent project management and communication skills
- Ability to work independently and manage multiple concurrent event timelines
- Comfort working with senior executives, board members, and corporate sponsors in a professional setting
- Experience producing events for nonprofit organizations or mission-driven brands
- Familiarity with event platforms including Classy, WordPress, and Salesforce
- Experience with LinkedIn Sales Navigator or similar outreach tools for VIP attendee engagement
- Existing vendor relationships in Chicago, Milwaukee, or Kansas City markets
- Experience coordinating with marketing teams on integrated event promotion
- Indicators of Success
The following outcomes will guide performance evaluation:
- Events are executed on time, on budget, and with a high-quality guest experience
- Attendance goals and VIP targets are met or exceeded
- Vendor relationships are well-managed and costs are competitive
- Post-event reports are delivered within two weeks, with actionable recommendations
- i.c.stars staff report smooth coordination and clear communication throughout the planning cycle
- Sponsor entitlements are fulfilled consistently and accurately
- Submission Requirements
Interested individuals or firms should submit the following:
- A brief statement of interest (2–3 pages) describing your event production philosophy, relevant experience, and approach to managing multi-city event calendars
- A portfolio or summary of 3–5 comparable events you have produced, including scale, budget, and outcomes
- A proposed fee structure: per-event pricing, retainer model, or alternative (within the stated range). If proposing a tiered model, describe how pricing varies by event size or complexity.
- The city or cities for which you are applying (Chicago, Milwaukee, Kansas City, or all three)
- Whether you operate as an individual contractor or a firm, and if a firm, who the primary point of contact would be
- Two professional references who can speak to your event production work
Submission deadline: [INSERT DATE]
Questions may be directed to: [INSERT CONTACT NAME AND EMAIL]
- Equal Opportunity
i.c.stars is committed to diversity and inclusion in all aspects of its work. We encourage applications from individuals and firms of all backgrounds, particularly those with experience serving communities and organizations focused on equity and inclusion.
i.c.stars reserves the right to modify, suspend, or cancel this RFQ at any time. This RFQ does not obligate i.c.stars to award a contract or to pay any costs incurred in the preparation of a response.