Jun 13, 2024

Las Fotos Project

Los Angeles, CA

ABOUT LAS FOTOS PROJECT

Las Fotos Project’s mission is to elevate the voices of teenage girls and gender-expansive youth from communities of color through photography and mentoring, empowering them to channel their creativity for the benefit of themselves, their community, and future careers.

Las Fotos Project was launched to provide opportunities for those who are both systemically and socially silenced to make themselves heard and, in the process, advocate for social change and create their own pathways to successful, creative futures. Our program model further reinforces photography’s inherent ability to spark introspection, evoke deeper meaning, and serve as a catalyst for change by placing students at the heart of social justice efforts in their respective communities. For more information about Las Fotos Project, please visit our website.

EVENT DESCRIPTION

Las Fotos Project celebrates its 15th anniversary in 2025, and the Quince Fundraiser honors the organization’s dedication to empowering women and gender-expansive youth through photography. This remarkable event is slated to include a silent auction alongside a ceremony, dinner, and a communal space for students, artists, community advocates, entrepreneurs, and more. Las Fotos Quince will be held on May 17, 2025, at La Plaza de Cultura y Artes in downtown LA.

SCOPE OF WORK

The event planner for the Las Fotos Quince Fundraiser plays a pivotal role in orchestrating every detail of the event to ensure its success. They are responsible for coordinating with vendors and the venue, managing logistics, and overseeing the timeline to ensure that all aspects of the fundraiser run smoothly. Additionally, the event planner works closely with the Las Fotos Project team to understand the organization’s mission and goals, ensuring that the fundraiser effectively reflects and supports their cause. From designing the layout of the space to organizing entertainment and activities, the event planner’s meticulous planning and attention to detail are essential in creating an unforgettable experience for attendees while maximizing fundraising efforts for the organization.

$20,000 is budgeted for this work.

OUTCOMES & DELIVERABLES

Budget & Expenses
– Tracks and reports on expenses and keeps accurate records of receipts and invoices
– Secures entertainment, speakers, and decor, and makes necessary travel or hotel arrangements
– Provides periodic progress reports on budget, revenue raised vs. goal, donation vs. goal, sponsorships secured, and ticket sales
– Assists in the procurement of auction and raffle items

Marketing
– Collaborates with Las Fotos Directors and Marketing staff on pre-event publicity on website, social media, and other media outlets
– Directs media inquiries to Las Fotos Project marketing staff

Logistics
– Provides leadership for fundraiser before, during, and after the event
– Coordinates with Las Fotos staff, event chairs, committee members, and advisory board members, and sets regular planning meetings
– Coordinates with the venue for logistics including food, beverage, furniture, photographer, videographer, security, and rentals
– Prepares layout, run of show, and rehearsal for the Quince fundraiser
– Assists Las Fotos team in generating registration list for check-in
– Coordinates with Las Fotos staff and event volunteers about roles and responsibilities
– Keeps current on changing trends in special events and adjusts programs and strategies as needed
– Ensures compliance with best practices with non profit fundraising
– Keeps accurate records relating to gala activities

Post Event
– Performs analysis and reporting of attendance and financial goals
– Completes verification of invoices and ensures timely payment of invoices
– Collaborates with the Marketing team on post-event publicity
– Proposes and implements changes to future events based on post-event analysis, research, and changing needs of the organization

ELIGIBILITY REQUIREMENTS

Las Fotos Project is seeking an experienced event planning individual or agency with the following qualifications:
– Professional background of each administrative and/or project staff person that will be assigned to this project
– Proven capability to perform the work on schedule and with quality
– Knowledge, skills, and experience relevant to the implementation of event logistics
– Creative meeting/event planning experience, specifically non profit led events in Los Angeles
– Sponsorship acquisition and stewardship experience
– Applicant must hold and provide proof of insurance for 1 million

PROJECT TIMELINE

The project will run from August 1, 2024 through June 1, 2025, with the event taking place on May 17, 2025.

RFP PROPOSAL REQUIREMENTS & SUBMISSION

Salary: $20,000

Benefits: N/A

Education requirements: None.

Deadline to apply: June 30, 2024

Documents required to apply: Resume, cover letter, references, work sample/portfolio

How to apply: Submit your proposal as a single PDF file and include the following:
– Cover letter or short letter of interest
– Resume or portfolio
– Two references from prior clients that can speak to your event planning experience
– Portfolio, video, or website links of events you have developed and executed
– Proposed budget for the fundraiser (please only include your direct costs)
– Proof of insurance

“Applicants should submit their materials by June 30, 2024 to Las Fotos Project’s team at RFP@lasfotosproject.org to be considered. Please email with any questions, technical assistance, or assistance for applying with a disability.”