20th Anniversary Event

Request for Event Planner Proposals

Overview: The United States-Japan Bridging Foundation (USJBF) seeks a professional, on a contractual basis, to plan an 20th anniversary event in partnership with USJBF’s board of directors, event host committee, and staff. The contractor will manage the execution of all aspects of this event to include planning, day of coordination, overall event management logistics, budget management, programming, implementation, and analysis. Please see the Scope of Work section below for more detailed information.

Organizational Information: Created in 1998 by the United States-Japan Friendship Commission, the U.S.-Japan Bridging Foundation (USJBF) is an independently operated 501(c)(3) nonprofit organization, designed to strengthen the U.S.-Japan relationship through study abroad in Japan. Through our signature program, the “Bridging Scholars,” we develop global leaders and cultivate a globally competent talent pipeline of the next generation’s workforce. In the past 20 years, we have supported 1,945 U.S. undergraduate students’ cultural and educational exchanges, providing opportunities for a diverse cross-section of young adults to develop global leadership and workforce skills that will deepen their understanding of Japan and strengthen the U.S.-Japan relationship. The Bridging Scholars program provides scholarship grants of $2,500 to $7,500 to help U.S. students–with academic merit and financial need–afford to study in Japan for a semester or academic year, and provides leadership development, mentoring, internship, and volunteer opportunities for students. USJBF collaborates with public and private organizations to initiate other programs that support people-to-people exchanges between the United States and Japan.

Event Description: This USJBF 20th anniversary luncheon event will take place at The Pierre Hotel in New York City on February 20, 2019 from 12:00-2:00 (date and venue have been confirmed). The vision is to celebrate the 20th anniversary milestone; acknowledge the leadership and financial contributions of one organization and one individual/couple, specifically and all donors, generally; highlight the impact of donor contributions to USJBF’s programs; and raise $100,000 in net revenue. The event will host 80-100 guests for registration/arrival; seated three-course lunch; and a program including remarks, award presentation, and audiovisual presentation. A printed, commemorative program with paid advertisement and menu may also be included. The event budget is about $50,000 including event planner fees.

Submission Requirements: All applicants must submit the following information:

 Name and Overview of Organization

 Description of Services Offered

 Customer and Event References (3-4)

 Written Description of Applicant’s Interest and Fitness for USJBF’s Event

 Fee and Time Period Available for Contract

 Resume

Report To: The event planner will report to the USJBF Deputy Director

Status: Contract (project-based, lump sum)

Scope of Work:

 Develop, manage, and execute master event logistical plan and timeline

 Manage online event website, guest list, responses, and registration prior to and at the event

 Manage table sponsor seating arrangements, with sensitivity to VIPs

 Liaise with various event vendors, sponsors, host committee, guests, and USJBF

 Coordinate and execute the delivery of printed materials (e.g., guest seating cards, table tents, event signage, commemorative menu and program, and other to be determined)

 Direct and manage on-site event set up, registration, and clean up

 Manage and execute event debrief including assisting with any follow-up communications with vendors, hosts, sponsors, or guests

Project/RFP Schedule: This schedule is based on current guidelines but is subject to change.

 September 12, 2018—RFP Posted

 September 28, 2018—RFP Close Date

 October 1, 2018—Begin Reviewing Proposals

 October 10, 2018—Award Contract

 October 15, 2018—Contract Period Begins

 February 20, 2019—Event

Location: USJBF is located in Washington, DC; the event will be held in New York, NY. Preference will be given to NYC-based event planners.

Send Proposals To:

Ms. Paige Cottingham-Streater

Executive Director

United States-Japan Bridging Foundation

1201 15th Street, NW

Suite 330

Washington, DC 20005

jfalvey@jusfc.gov

Proposals must be received electronically or in USJBF’s office no later than 5:00 pm (EST) on September 28, 2018 and may be sent via postal mail, hand delivered, delivery service, or electronically. Any questions or clarifications regarding this RFP must be submitted via email to Jean Falvey at jfalvey@jusfc.gov