Events Production Contractor

Independent Contractor (1099) or Event Production Firm

Locations

Chicago, IL | Milwaukee, WI | Kansas City, MO

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)

TBD

Submission Deadline

5/11/2026

1. About i.c.stars
We are a 25-year-old nonprofit workforce development organization dedicated to preparing individuals from underserved communities for rewarding careers in technology. With a passionate team of 35+ professionals, we’re committed to bridging the gap between diverse talent and the tech industry. 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.

2. Purpose of This RFQ
i.c.stars is seeking a qualified independent contractor or event production firm to manage the planning, logistics, and execution of our signature events across all three cities. This role replaces what was previously an internal Sponsorships and Events Manager position. 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.

3. Signature Events Calendar
The following events are in scope for this engagement. Dates are approximate and confirmed annually.

Event

City

Typical Timing

Format

Chicago

Chicago

April

Roundtable / panel

iOpener

Chicago

August

Conference / convening

TechBash

Chicago

October–November

Gala / celebration

Capitalize on Wisconsin

April

Conference / convening

iOpener

August

Conference / convening

StarBash

December

Gala / celebration

Hack the Dream

February

Conference / convening

iOpener

September

Conference / convening

Partner events (commencements, tech expos, SIM Golf) are not in scope for this engagement and are managed internally.

4. Scope of Work
The contractor’s responsibilities are organized into eight categories. For each category, i.c.stars retains specific decision‑making authority as noted.

4.1 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

i.c.stars retains:

Event purpose and success metrics, target audience and key stakeholders, brand and tone guidance, final approval on concept and budget.

4.2 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

i.c.stars retains:

Assigns an internal point person (typically the city Executive Director), makes timely decisions and approvals, handles internal coordination with board, staff, and volunteers.

4.3 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

i.c.stars retains:

Approves major vendors and contracts, may contract directly with certain partners (venue or AV) depending on risk policy.

4.4 Program and Content Support
Build the event agenda and run‑of‑show

Support speaker management and stage flow

Coordinate rehearsals and tech run‑throughs

i.c.stars retains:

Selects speakers and key messengers, owns all messaging, scripts, and mission content, approves final program.

4.5 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

i.c.stars retains:

Owns donor relationships and sponsorship asks, sets fundraising targets, handles gift processing and donor follow‑up.

4.6 Marketing and Communications Support
Ensure audience growth through email communications schedule, developed in collaboration with Marketing Director

Ensure sponsor recognition across platforms and channels

Coordinate with designers, printers, or digital vendors

Manage event websites (WordPress and Classy) with weekly updates including speakers, VIP attendees, and sponsors

i.c.stars retains:

Owns brand voice and final content, approves all creative, manages email lists and social channels.

4.7 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

i.c.stars retains:

Acts as hosts and relationship managers, handles board and VIP relations on‑site.

4.8 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

i.c.stars retains:

Handles donor stewardship and follow‑up, evaluates success against mission and fundraising goals, conducts post‑event survey.

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

6. 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).

[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)

Executive Directors, Corporate Relations Manager, Marketing Director, EA/Office Manager

7. Qualifications
Required
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

Preferred
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

8. 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

9. 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

Submit materials to:

[INSERT EMAIL ADDRESS]

Questions may be directed to:

[INSERT CONTACT NAME AND EMAIL]

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.

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