Events Coordination & Media Support Services

Request for Proposals (RFP)Events Coordination & Media Support ServicesMichigan Institute for Contemporary Arts (MICA) Lansing, Michigan$9000 Compensation for all events for year 2026, only1. RFP OverviewThe Michigan Institute for Contemporary Arts (MICA) is seeking proposals from qualified individuals or firms as an independent contract, to providepart-time event coordination services in support of MICA's community festivals, art exhibitions, and cultural programs. This contract will run fromJanuary through September 2026 and will primarily support three major annual festivals held in Lansing's Old Town district and surrounding areas.The selected contractor will work closely with MICA leadership, board members, volunteers, city departments, sponsors, and community partners to ensure successful, compliant, and well-executed events.2. Event OverviewMICA's primary festivals include: - Michigan Funk Festival -- Saturday, June 12-13, 2026 - JazzFest Michigan -- Wednesday, July 29 -- Saturday, August 1, 2026 - Michigan BluesFest -- Wednesday, September 5 -- Saturday, September 8, 2026Each festival takes place over multiple days and typically includes: - One main performance stage -- 2 separate smaller stages near the festival area. Food vendors and food trucks - Art and merchandise vendors - Volunteer teams and sponsor activations3. Scope of ServicesA. Event Planning & Logisticsu2022Develop and maintain detailed event timelines and work plansu2022Coordinate site layouts for stages, vendor areas, hospitality zones, and public spacesu2022Coordinate logistics with city departments related to permits, power, safety, sanitation, and street closuresu2022Oversee and support event setup and teardown operationsB. Stage & Artist Coordination- Assist with performer scheduling, check-in, hospitality, and stage- Coordinate with stage managers and production crews to ensure smooth transitions and on-time performancesC. Volunteer Coordinationu2022Recruit, train, schedule, and supervise festival volunteersu2022Provide on-site leadership and support for volunteer teamsu2022Maintain volunteer records, waivers, and codes of conductD. Vendor Coordination (Food & Other Vendors)u2022Recruit, confirm, and manage food vendors, food trucks, and art vendorsu2022Ensure completion of all required applications, licenses, permits, and insurance documentationu2022Assign booth layouts and manage vendor load-in and load-out schedulesu2022Serve as the primary point of contact for vendors before and during eventsE. Media Promotion & Communications (Social & Traditional Media)u2022Develop and implement promotional plans for festivals, exhibitions, and cultural programsu2022Create, schedule, and manage event-related content across social media platforms (e.g., Facebook, Instagram, LinkedIn, X)u2022Maintain and update event information across MICA-managed digital channels, including websites and event listingsu2022Coordinate messaging, branding, and timelines to ensure consistent public-facing communicationsu2022Draft press releases, media advisories, and promotional copy for print, digital, radio, and television outletsu2022Coordinate outreach to local and regional media, including maintaining media contact listsu2022Support on-site media needs during events, including press check-in and distribution of materialsu2022Track and report basic engagement, reach, and media coverage metricsF. Community & Sponsorship Supportu2022Supp

Created: 2026-03-13