Event Planning Consultant

Event Overview
FLACS will host its inaugural 25th Anniversary Gala in October/November 2026, celebrating
its legacy of service in the South Bronx, honoring key contributors, expanding the Friends of
FLACS network, and raising funds to advance its mission. The event will serve approximately
250 guests and will take place in the Greater Bronx area. The gala theme is Legacy: Teaching
Today, Shaping Tomorrow / Families Still Matter.
Scope of Work
FLACS seeks an experienced Event Planning Consultant to manage the end-to-end planning
and execution of the 25th Anniversary Gala. The consultant will serve as the central project
manager, ensuring seamless coordination across logistics, sponsorship visibility/value, vendors,
timelines, and event production, while working closely with FLACS network leadership, Board
Trustees, staff, and volunteers.
Key Responsibilities

1. Project & Timeline Management
● Develop and maintain a master event plan and timeline.
● Coordinate planning across designated workstreams (Core Group, Logistics, Marketing
& Communications, Sponsorships, Awards, Event Activities, etc.)
● Facilitate regular planning check-ins and status updates with FLACS leadership

2. Budget & Vendor Management
● Manage the event budget in collaboration with FLACS Gala Planning Committee
● Identify, solicit, and manage vendors, including venue (for Oct/Nov), catering, A/V, décor,
printing, photography/videography, and entertainment
● Oversee contracts, payments, vendor timelines, and on-site execution

3. Event Logistics & Production
● Manage site logistics, including room setup, guest flow, registration, and greeters
● Coordinate trial meals, final walkthroughs, and run-of-show
● Oversee event-day operations and post-event breakdown

4. Program, Awards & Guest Experience
● Coordinate logistics for honorees and award recipients (including travel as needed)
● Support identification of silent and live auction items, and oversee the auctions at gala
● Support emcee, speakers, and program sequencing
● Ensure décor, visuals, and materials align with FLACS branding and anniversary theme

5. Materials, Communications & Sponsorship Support
● Coordinate production of event materials (save-the-date, invitations, signage, event
programs, ad journal, gift bags)
● Support execution of tiered sponsorship program.
● Support sponsorship fulfillment and on-site recognition
● Assist with presentation materials, slides, videos, and media kits

Deliverables & Milestones (Months for deliverables are tentative)
Phase 1: Planning & Foundation (Feb – Mar 2026)
Deliverables:
● Finalize event concept and planning timeline
● Facilitate core group and other work group meetings
● Develop event budget
● Develop Vendor sourcing plan and secure initial quotes
● Create event logistics framework
Phase 2: Vendor & Program Development (Apr – Jun 2026)
Deliverables:
● Facilitate core group and other work group meetings
● Executed vendor contracts (venue, catering, A/V, décor, etc.)
● Draft run-of-show and program outline
● Event materials production plan
● Updated budget and timeline
Phase 3: Final Production & Execution (Jul – Oct/Nov 2026)
Deliverables:
● Facilitate core group and other work group meetings
● Final event program and run-of-show
● Confirmed vendor schedules and staffing plan
● On-site event coordination and execution
● Post-event wrap-up report (vendors, budget reconciliation, recommendations)

Payment Structure
Total contract value to be proposed by the consultant. FLACS anticipates a milestone-based
payment structure, such as:
● 25% upon contract execution and delivery of finalized planning timeline and draft budget
● 25% upon execution of major vendor contracts and confirmation of venue
● 25% upon completion of final event production plan and readiness review (30 days
pre-event)
● 25% upon successful event execution and submission of post-event report

Consultant Qualifications
● Proven experience in producing and managing nonprofit fundraising galas or
milestone events (200+ guests)
● Strong vendor negotiation and budget management experience
● Demonstrated ability to manage complex budgets, vendors and stakeholders/volunteers
● Excellent project management, communication, and problem-solving skills
Contract Term
● Hire Date February – October/November 2026
● On-site presence required during event week and event day
● Range $15-$20k based on experience

Contact Person
Jose Montes, COO, [email protected]