Vera Institute of Justice
Event Planning Services for 2026 Annual Dinner - Request for Proposal
Vera Institute of Justice, New York, New York, us, 10261
Event Planning Services for 2026 Annual Dinner - Request for Proposal
Event Planning Services for 2026 Annual Dinner
The Vera Institute of Justice (Vera) is seeking proposals for event planning and implementation services. The intent of the Request for Proposals (RFP) is to identify and select an experienced planning consultant that will be responsible for support, coordination, planning, and execution of Vera’s 2026 Annual Dinner.
To ensure a quick review, send Requests for Proposal to https://app.smartsheet.com/b/form/7c303d2d3a1b46b4809ebb1fcbb11698
Vera has traditionally secured most of our annual funding from government agencies and foundations, but in the past few years we have shifted our focus to raising unrestricted funds from individuals. Our yearly gala, which we call the “Annual Dinner,” is a major source of this individual support.
Vera’s Annual Dinner is an opportunity to bring together our Vera community each spring, celebrate the progress we've made together, and power the critical work ahead. All funds raised through the event help fuel Vera's efforts to transform the criminal justice and immigration system, allowing us to continue driving important research, policy, and program innovation to curb mass incarceration and bring human dignity to those impacted by the system. Our 2025 Annual Dinner raised over $1.9 million and drew over 400 leaders from New York City’s business, legal, financial, technology, and public sectors.
Vera will hold its 2026 Annual Dinner on Thursday, May 28th at the Ziegfeld Ballroom in midtown Manhattan from 6:00 pm to 10:00 pm EDT. Our event fundraising goal is $1.65 million, and anticipated attendance is 400–500 guests.
Scope of Work
Vendor hiring and management – e.g., decor, emcee, music, auctioneer/live fundraising service
Serve as primary point of contact with venue
Logistics
Coordinate and attend venue walkthroughs, tastings, etc.
Liaise between Vera and A/V companies for all media (videos, slides, lower thirds, etc.)
Partner with Vera staff to determine dinner seating and floor plans
Work with Vera’s graphic designer on program and other event‑related materials
Advise on guest tracking/check‑in system
Create detailed schedule for execution of day and days leading up to event
Execution
Coordinate venue load‑in and oversee all aspects of venue set‑up including tables, decor, photography, guest check‑in, A/V components
Schedule, manage, and supervise all rehearsals and A/V technical run‑throughs
Provide on‑site greetings of program participants and manage holding rooms
Supervise and manage teleprompter operator and uploading of the script
Coordinate VIP attendee transportation to and from venue
Coordinate all deliveries and return shipping
Oversee event close‑out and clean up
Post‑Event
Prepare final expense report for budget reconciliation
Proposal Requirements
Provide sufficient detail on the responding firm’s method and ability to deliver the services requested in this scope of work.
Fill out Vera 2026 Annual Dinner Event Consultant RFP Application and attach your proposal in the form by Friday, November 14, 2025.
Interviews will be conducted once a shortlist of candidates is established.
Vera anticipates selecting a consultant by Friday, November 28, 2025, with the project beginning upon contract execution.
If you have any questions, please reach out to events@vera.org
Proposals will be evaluated by their demonstration of high‑level client services; relevant experience partnering with cause‑related nonprofit organizations to produce high‑quality and high‑profile events; and understanding of Vera’s mission, its constituents, and the critical role of the Annual Dinner in raising visibility and unrestricted income. All proposals must contain the following components:
Background
Overview and introduction of firm
Name and contact information for firm
Primary point of contact
Org chart
Qualifications of key personnel
Demographic data on employees and vendors
Number of years in business
Reference Information
Current client list with a description of the number, type, and scale of the events your firm has produced for each client
Three nonprofit client references
Provide an example of a typical work plan for a client
Describe how you’ve used event production to drive successful onsite fundraising
Describe an instance when you’ve creatively designed a new experience for guests, especially in the cases where the client returns to the same event space each year
Describe instances where you have suggested a change in the existing format of a program and explain what worked and what didn’t. Explain the impact of these changes on the success of the event, i.e., ROI, attendee engagement and experience, onsite fundraising, etc.
Our estimated budget for these services is $40,000‑$55,000
Provide an itemized breakdown of the services provided and costs associated
By responding to this RFP, the applicant assumes responsibility for full understanding of the requirements of the RFP. Vera reserves the right to reject any or all responses. Acceptance of any RFP should not be construed as a contract, nor should it indicate any commitment on the part of Vera for any future action.
About Vera Founded in 1961 to advocate for alternatives to money bail in New York City, Vera is now a national organization that partners with impacted communities and government leaders for change. We are powered by hundreds of researchers and advocates working to transform the criminal justice and immigration systems until they’re fair for all. We develop just, equitable solutions so that money doesn’t determine freedom; fewer people are in jails, prisons, and immigration detention; and everyone in the system is treated with dignity. Four strategic priorities power our fight for human dignity:
End the criminalization of people of color, immigrants, and people experiencing poverty. Everyone deserves equitable treatment by the criminal justice system. Yet throughout its history, the United States has criminalized marginalized people. Vera is working to end unjust criminalization, which traps people in the criminal justice and immigration systems and denies them the opportunity to thrive.
Reduce the use of jails, prisons, and detention centers. Liberty is a fundamental right that should be preserved in all but the most serious cases. Vera is working to reduce incarceration and protect liberty by eliminating money bail, supporting a new generation of prosecutors committed to racial equity in charging and sentencing, stopping the unnecessary use of jails, and ending cruelly long sentences.
Center dignity and minimize the harms to people impacted by the criminal justice and immigration systems. Vera is committed to drastically reducing incarceration while safeguarding the dignity of people currently behind bars.
Support safe and thriving communities with comprehensive strategies that ensure accountability and prioritize well‑being. By investing in these resources, we can create safer, more supportive environments for everyone. Vera works alongside communities to develop solutions that reflect their perspectives and meet their needs.
This is a consulting role.
Seniority level Mid‑Senior level
Employment type Contract
Job function Management and Manufacturing
Industries Government Administration
#J-18808-Ljbffr
The Vera Institute of Justice (Vera) is seeking proposals for event planning and implementation services. The intent of the Request for Proposals (RFP) is to identify and select an experienced planning consultant that will be responsible for support, coordination, planning, and execution of Vera’s 2026 Annual Dinner.
To ensure a quick review, send Requests for Proposal to https://app.smartsheet.com/b/form/7c303d2d3a1b46b4809ebb1fcbb11698
Vera has traditionally secured most of our annual funding from government agencies and foundations, but in the past few years we have shifted our focus to raising unrestricted funds from individuals. Our yearly gala, which we call the “Annual Dinner,” is a major source of this individual support.
Vera’s Annual Dinner is an opportunity to bring together our Vera community each spring, celebrate the progress we've made together, and power the critical work ahead. All funds raised through the event help fuel Vera's efforts to transform the criminal justice and immigration system, allowing us to continue driving important research, policy, and program innovation to curb mass incarceration and bring human dignity to those impacted by the system. Our 2025 Annual Dinner raised over $1.9 million and drew over 400 leaders from New York City’s business, legal, financial, technology, and public sectors.
Vera will hold its 2026 Annual Dinner on Thursday, May 28th at the Ziegfeld Ballroom in midtown Manhattan from 6:00 pm to 10:00 pm EDT. Our event fundraising goal is $1.65 million, and anticipated attendance is 400–500 guests.
Scope of Work
Vendor hiring and management – e.g., decor, emcee, music, auctioneer/live fundraising service
Serve as primary point of contact with venue
Logistics
Coordinate and attend venue walkthroughs, tastings, etc.
Liaise between Vera and A/V companies for all media (videos, slides, lower thirds, etc.)
Partner with Vera staff to determine dinner seating and floor plans
Work with Vera’s graphic designer on program and other event‑related materials
Advise on guest tracking/check‑in system
Create detailed schedule for execution of day and days leading up to event
Execution
Coordinate venue load‑in and oversee all aspects of venue set‑up including tables, decor, photography, guest check‑in, A/V components
Schedule, manage, and supervise all rehearsals and A/V technical run‑throughs
Provide on‑site greetings of program participants and manage holding rooms
Supervise and manage teleprompter operator and uploading of the script
Coordinate VIP attendee transportation to and from venue
Coordinate all deliveries and return shipping
Oversee event close‑out and clean up
Post‑Event
Prepare final expense report for budget reconciliation
Proposal Requirements
Provide sufficient detail on the responding firm’s method and ability to deliver the services requested in this scope of work.
Fill out Vera 2026 Annual Dinner Event Consultant RFP Application and attach your proposal in the form by Friday, November 14, 2025.
Interviews will be conducted once a shortlist of candidates is established.
Vera anticipates selecting a consultant by Friday, November 28, 2025, with the project beginning upon contract execution.
If you have any questions, please reach out to events@vera.org
Proposals will be evaluated by their demonstration of high‑level client services; relevant experience partnering with cause‑related nonprofit organizations to produce high‑quality and high‑profile events; and understanding of Vera’s mission, its constituents, and the critical role of the Annual Dinner in raising visibility and unrestricted income. All proposals must contain the following components:
Background
Overview and introduction of firm
Name and contact information for firm
Primary point of contact
Org chart
Qualifications of key personnel
Demographic data on employees and vendors
Number of years in business
Reference Information
Current client list with a description of the number, type, and scale of the events your firm has produced for each client
Three nonprofit client references
Provide an example of a typical work plan for a client
Describe how you’ve used event production to drive successful onsite fundraising
Describe an instance when you’ve creatively designed a new experience for guests, especially in the cases where the client returns to the same event space each year
Describe instances where you have suggested a change in the existing format of a program and explain what worked and what didn’t. Explain the impact of these changes on the success of the event, i.e., ROI, attendee engagement and experience, onsite fundraising, etc.
Our estimated budget for these services is $40,000‑$55,000
Provide an itemized breakdown of the services provided and costs associated
By responding to this RFP, the applicant assumes responsibility for full understanding of the requirements of the RFP. Vera reserves the right to reject any or all responses. Acceptance of any RFP should not be construed as a contract, nor should it indicate any commitment on the part of Vera for any future action.
About Vera Founded in 1961 to advocate for alternatives to money bail in New York City, Vera is now a national organization that partners with impacted communities and government leaders for change. We are powered by hundreds of researchers and advocates working to transform the criminal justice and immigration systems until they’re fair for all. We develop just, equitable solutions so that money doesn’t determine freedom; fewer people are in jails, prisons, and immigration detention; and everyone in the system is treated with dignity. Four strategic priorities power our fight for human dignity:
End the criminalization of people of color, immigrants, and people experiencing poverty. Everyone deserves equitable treatment by the criminal justice system. Yet throughout its history, the United States has criminalized marginalized people. Vera is working to end unjust criminalization, which traps people in the criminal justice and immigration systems and denies them the opportunity to thrive.
Reduce the use of jails, prisons, and detention centers. Liberty is a fundamental right that should be preserved in all but the most serious cases. Vera is working to reduce incarceration and protect liberty by eliminating money bail, supporting a new generation of prosecutors committed to racial equity in charging and sentencing, stopping the unnecessary use of jails, and ending cruelly long sentences.
Center dignity and minimize the harms to people impacted by the criminal justice and immigration systems. Vera is committed to drastically reducing incarceration while safeguarding the dignity of people currently behind bars.
Support safe and thriving communities with comprehensive strategies that ensure accountability and prioritize well‑being. By investing in these resources, we can create safer, more supportive environments for everyone. Vera works alongside communities to develop solutions that reflect their perspectives and meet their needs.
This is a consulting role.
Seniority level Mid‑Senior level
Employment type Contract
Job function Management and Manufacturing
Industries Government Administration
#J-18808-Ljbffr