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Request for Proposals: Event logistics partner for Luminate Partnerships

Organisational background

Luminate is a global foundation working to ensure that everyone – especially those who are underrepresented – has the information, rights, and power to influence the decisions that shape society. Luminate funds around the world: our priority regions are Asia, Africa, Latin America and Europe, and we also fund global organisations. Our partnerships team works with other philanthropic foundations and donors to grow and coordinate the funding ecosystem around our priority areas.

Project background

Luminate’s partnerships teams regularly organises events that bring together other funders and civil society organisations. This includes residential retreats, breakfast panel events, facilitated dinner discussions, informal networking events, and side-events at larger conferences or forums. 

We are looking for an event logistics partner to streamline our event organisation and support us with all logistical aspects of events of this nature. We would like to work with an experienced agency with a track-record of organising events of different scales and structures around the world. It is important to us that this events partner is values-aligned and is excited to work on events in service of Luminate’s mission.  

Project deliverables

The agency will be expected to deliver the following:

  • Scouting and contracting venues for events including hotels, restaurants, and workshop spaces 
  • Booking travel and accommodation for event speakers and participants 
  • Processing participation stipends and speaker fee payments 
  • Coordinating and processing participant expenses reimbursements
  • Drafting logistical information packs for participants 
  • In-event logistical support may be required on some occasions

Project timeline

We are looking for an event partner to work with on an initial period of 12 months, from July 2024-June 2025. There may be scope to renew the contract beyond June 2025.

Project requirements: Who are we looking for?

We are looking for an agency with the following capabilities:

  • Values aligned: It is important to us that we work with businesses that support our vision and align with our values, including a strong commitment to diversity, equity, inclusion, and justice. We will look favourably on applications that can demonstrate prior experience of organising events in the philanthropic or non-profit sector, have social accreditations (e.g. B Corp status), or show a commitment to social justice in other ways.
  • Project management: This project will include organising and supporting several events at the same time. It is vital that you can demonstrate substantial experience of managing multi-event contracts of this nature. 
  • Communication skills: This contract will involve communicating with a wide variety of Luminate partners. It is important that you can demonstrate clear, friendly, and professional communication. The ability to communicate in multiple languages (in particular, French, Portuguese and Spanish) would be a big plus. 
  • Operational capacity: This contract will involve processing payments to businesses, non-profits and individuals in multiple currencies. It is critical that you have the operational capacity to do this in a timely manner. 
  • Global experience: This project will involve supporting events in different countries across the world. It is preferable that you can demonstrate some experience of supporting events in multiple regional contexts. 
  • Time zone: We are open to an event partner based anywhere in the world, but as most of the Luminate staff you will be working with are based in London, it would be preferable to have team members based in a time zone that has a crossover of at least four working hours a day (our team works 9am-5pm GMT).

Process

To apply, please submit a proposal of no more than 3 pages showing how you meet the requirements above and covering the following:  

  • How you align with Luminate’s values, including your approach to diversity, equity, inclusion, and justice 
  • Why you are qualified to do this work, including examples of previous relevant work
  • The background and experience of those in your team who would work on this contract
  • Declaration of conflicts of interests (e.g. current/previous contracts) 
  • Your proposed costing structure. Please note we are not able to consider proposals which include any day rates above $1500 VAT inclusive. We anticipate an initial contract value of around $50,000. 

Proposals should be emailed to [email protected] no later than 10 July 2024. Any questions about this RFP should be emailed no later than 8 July 2024.