Request for Proposals 

Contracted Event Planner 

Vista Rise Collective

About Us 
Vista Rise Collective is a nonprofit organization serving South Lake Tahoe and Alpine County. Rising together, we empower survivors and our community to interrupt the cycles of violence through compassionate, expert-led, and accessible services to cultivate safety, healing, and pathways to thriving futures. 

Our work includes crisis support, safe housing, therapy, legal advocacy, youth prevention, and community education. Events are a vital part of how we raise awareness, engage our community, and sustain funding for our mission. 

Scope of Services 
We seek a contracted event planner to design, coordinate, and execute events throughout the year. Services may include, but are not limited to: 

• Creative event concept development aligned with our mission and brand. 

• Venue scouting, vendor coordination, and contract negotiation. 

• Budget planning and management. 

• Event promotion support (working with our staff/communications team). 

• Day-of event management, including setup, coordination, and teardown. 

• Post-event evaluation (budget report, attendance recap, lessons learned). 

Anticipated Events (Fiscal Year 2025–2026): 

• Fundraising gala (Purple Party) 

• Community awareness events (e.g., Walk a Mile in Their Shoes) 

• Smaller fundraisers (golf tournament, pizza nights, drag bingo, hockey game takeovers) 

• Donor cultivation receptions 

Proposal Requirements:
Please provide: 

1. Background and Experience – Tell us about your work with nonprofits, community events, or fundraising-focused events. 

2. Portfolio/Examples – Include 2–3 examples of similar events you’ve planned. 

3. Approach – Share how you approach planning, vendor relations, and keeping events mission-centered. 

4. Fee Structure – Outline your pricing (flat fee, hourly, % of revenue, or hybrid). 

5. References – Provide 2–3 clients we may contact. 

6. Availability – Share your capacity for ongoing work in 2025–2026. 

Timeline 

• RFP Released: January 26, 2026 

• Proposals Due: February 16, 2026 

• Decision/Contract Awarded: February 20, 2026 

Submission Instructions 
Please submit your proposal electronically to: 

Chelcee Thomas 
Executive Director, Vista Rise Collective 
chelcee@vistarise.org 

Evaluation Criteria 
Proposals will be evaluated based on: 

• Demonstrated experience with nonprofit/community-focused events 

• Creativity and mission alignment 

• Cost-effectiveness and clarity of fee structure 

• References and proven track record 

• Ability to work collaboratively with our staff and volunteers