RFQ | Virtual Event Producer

February 10, 2022

Overview

The E3 (Equity for Every Entrepreneur) Orange County/Orlando initiative is a collaboration between the City of Orlando FL, Orange County FL, Black Orlando Tech, and the national non-profit, Forward Cities. The 12-month initiative currently in its final three months, engages a diverse group of local stakeholders within the City of Orlando and Orange County to identify and align around specific priorities the community can pursue to grow and sustain a more equitable entrepreneurial ecosystem.

Starting in January of this year, ecosystem stakeholders were assembled into three distinct working groups to design and pilot solutions that address barriers identified during the first phase of the initiative. The three working groups (Entrepreneurs, Equippers, Ecosystem) are each focused on addressing barriers experienced by entrepreneurs, equippers (those who support entrepreneurs) and the broader ecosystem. The working groups mapped assets and opportunities within the ecosystem and currently are in the process of designing pilot solutions that will be delivered virtually during the week of March 14-18, 2022.

Forward Cities seeks a Virtual Event Producer to bring these 3 pilot solutions to life in the form of virtual experiences during the week of March 14-18, 2022. Project timeline is Feb 24 - March 24, 2022. All E3 Experience week deliverables including pre and post work are expected to be completed between Feb 24 and March 24, 2022. Contractor will be compensated Three Thousand Dollars ($3000.00).

 

Primary Work Product

The contract will result in the production of three (3) virtual events or experiences - with the potential for combined event(s).   The virtual experiences will take place over the course of one week, March 14-18, 2022.  The content of each of the three virtual experiences will be designed by the working groups.  Virtual experiences may take the form of one-day, multi-day, partial day, or several hour events during that week.  The Contractor's primary responsibility is to work with the Forward Cities, Black Orlando Tech, and members of the 3 working groups to capture the essence of their designs and bring them to life by producing three (3) virtual experiences.

DELIVERABLES

The following serves as a list of specific responsibilities that will be undertaken by the Contractor during the 1-month contract period in order to result in a successful work product.

  • Bring to life the designs of the three ( 3) working groups in the form of three (3) virtual experiences (events, meetings, etc.) - with the potential for combined event(s)
  • Assess the design needs of 3 virtual experiences and identify appropriate platform(s), method(s), format(s) to deliver events virtually
  • Create comprehensive event project plans, including budgets, timeline for execution, run-of-show documentation; conduct regular checkpoints with deliverable owners, including outside technical vendors; escalate risks and challenges appropriately; and ensure events are delivered within time and on budget
  • Identify, set-up, customize platform(s) and other technology to meet the needs of the design and delivery of the virtual events
  • Advise and provide Forward Cities, Black Orlando Tech, and working group members and project leads with an understanding of technical requirements to create the virtual events within the allocated budget.
  • Provide regular updates to Forward Cities and Black Orlando Tech project leads
  • Collect, organize, prepare and upload the event content and escalate missing, corrupt or needed content in accordance to the delivery timeline
  • Ensure the quality of the event meets industry standards and will be completed in a timely manner
  • Coordinate and configure the layout, design and features of the digital event platform
  • Drive all virtual event testing and quality control
  • Manage live virtual event production on show days and serve as technology lead
  • Attend Working Group design and planning meetings - appx 3 hrs/wk
  • Attend coordination meetings with Forward Cities team - appx 1 hr/wk
  • Attend post virtual experiences debrief meeting on March 24

DESIRED QUALIFICATIONS

  • Prior demonstrated experience producing virtual events
  • Resourcefulness, attention to detail and follow-through
  • Project management experience delivering virtual events on time and on budget
  • Ability to quickly troubleshoot technical issues, propose solutions, and maintain composure and flexibility in stressful, deadline-driven situations
  • Ability to manage and organize multiple tasks effectively in a dynamic, fast-paced environment
  • Proven ability to make independent decisions while also collaborating across teams
  • Two or more years technical experience with webinar platforms, i.e., Zoom (polls, Q&A, breakout rooms, etc.), WebEx, or similar, or two or more years livestream production
  • Two or more years managing live or recorded videos in either a digital asset management system or web applications such as YouTube or Facebook
  • Existing relationships and trust within the Orange County FL / Orlando FL among predominantly Black, Hispanic, indigenous, and/or immigrant business communities
  • Any combination of relevant experience and education

The contractor can either be an individual or an organization. If interested, please submit your qualifications, including name, contact information, along with the following:  

  1. Resume, CV 
  2. Team/Contractor expertise 
  3. Key personnel who will work on the project
  4. Examples of comparable projects you’ve worked on
  5. Two references 

Submit via email to Hassan Bazzi, Forward Cities Director of Community Innovation at hbazzi@forwardcities.org no later than February 18, 2022.  Candidates need to be available for an interview to take place between Mon Feb 21st and Wed Feb 23rd.   

Forward Cities will evaluate all submittals to determine which contractor has the combination of experience, qualifications and methodology most suited for this project.  

 

 

Forward Cities provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, leaves of absence, compensation, and training.