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Cupid  Charities  Request  for  Proposal    Purpose:    Cupid  Charities,  Inc.,  a  non-­‐profit  organization  based  in  Denver,  Colorado,  hosts  Cupid’s  Undie  Runs  in  38  cities  worldwide.  This  mile(ish)  run  is  held  on  or  around  Valentine’s  Day  and  raises  funds  for  the  Children’s  Tumor  Foundation.    Cupid  Charities,  Inc.,  is  currently  looking  for  an  Event  Management  firm/contractor  to  promote  and  produce  our  New  York  run.        Objective:  Cupid’s  Undie  Run  New  York  To  raise  over  $250,000    Have  over  1200  runners    Event  Date:    February  13  or  20,  2016    Venue/Location:    Stage  48  605  W  48th  St.  (between  11th  and  12th)  New  York,  NY    10019    

Services  to  be  Rendered  by  Firm/Contractor    

Contractor  agrees  to:    

Cupid’s  Undie  Run  2016  New  York  City  

1. Raise  a  minimum  of  $250,000  2. Ensure  over  1200  runners  participate  in  this  event  3. Manage  entire  event,  providing  timelines  and  deliverables  for  Cupid  Charities  City  

Manager,  committee,  and  volunteers    4. Find  media  vehicles  to  promote  Cupid’s  Undie  Run  New  York    5. Solicit  for  sponsorships  and  have  all  sponsorship  contracts  approved  by  City  Manager  

before  moving  forward  6. Coordinate  all  sponsorship  requests  as  related  to  event  logistics  7. Attend  and  lead  (in  conjunction  with  the  Race  Director)  all  committee  meetings  

through  event  wrap-­‐up  for  Cupid’s  Undie  Run  8. Coordinate  a  walk-­‐through  for  committee  of  venue  9. Communicate  and  obtain  approval  from  City  Manager  for  all  event-­‐related  expenses  10. Devise  and  implement  a  set-­‐up  and  tear-­‐down  plan  for  entire  event    11. Serve  as  lead  for  all  Run-­‐related  tasks  including  parking,  VIP  Bar  at  event,  bar  staff  

needs,  registration  12. Develop  and  execute  run  of  show  for  entire  event  13. Manage  registration  lists  

 

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14. Serve  as  liaison  to,  solicit,  and  secure  all  event  vendors  ensuring  all  needs  are  met  and  provide  timelines  for  the  following:  Emcee,  DJ,  electrical,  videographer,  photographer,  etc.)  

15. Serve  as  liaison  to  the  venue  16. Organize  all  necessary  event  spaces    17. Coordinate  volunteers    18. Determine  necessary  number  of  volunteers  and  provide  detailed  schedule  for  each  

assignment/duty  19. Attend  debrief  meeting  and  document  feedback  from  all  parties  20. Reconcile  event  financials  with  Cupid  Charities  City  Manager  

Compensation    Please  provide  an  overall  pricing  schedule  for  the  Services  that  you  are  proposing  to  provide  for  Cupid  Charities.        Submission  Guidelines  Companies  submitting  proposals  should  include:    Relevant  management,  public  relations  and  administrative  capabilities  to  fulfill  this  contract.    Please  include  qualifications,  case  studies  and  experience  considered  appropriate  to  be  considered  for  this  contract.  

Each  Bidder  must  submit  its  information  by  soft  copy.    Send  soft  copy  proposal  via  email  to  jamie@cupidsundierun.com  and  sarah@cupidsundierun.com    Cupid  Charities  encourages  Bidders  to  align  their  proposals  with  the  following  outline,  with  variations  as  necessary  that  improve  the  clarity  and  value  of  the  response.    

1. Executive  Summary  2. Company  History  and  Background  3. Understanding  of  Cupid’s  Undie  Run  

a. Objectives  b. Challenges  c. Critical  Success  Factors  

4. Program  Advice,  Approach  and  Support    5. Capabilities  6. Personnel  and  Account  Management  7. References  8. Pricing  Summary