Independent Consultant – Member & Event Management Services (NY Chapter)

Request for Proposals (RFP)

Issued by: Professional Women in Construction, New York Chapter (PWC NY)

Issue Date: February 6, 2026

Proposal Due Date: February 20, 2026

Anticipated Engagement Start: As soon as possible

Engagement Type: Independent Contractor (1099)

 

1. Organizational Overview

Professional Women in Construction New York is a professional membership organization supported by a volunteer Board of Directors and active committees. The New York Chapter produces a robust calendar of programming, including committee meetings, panel discussions, and fundraising events that typically range from 20 to 300+ attendees.

 

2. Purpose of This RFP

The New York Chapter seeks proposals from qualified independent consultants or small firms to provide Member and Event Management Services on a part-time, ongoing basis. The selected Consultant will collaborate with the Chapter Executive Director, Manager, Board of Directors, and Committees to deliver high-quality programming, communications, and operational support.

 

3. Scope of Work

The Consultant will be responsible for delivering the following services. The Consultant will determine the manner and means of performing the work, subject to agreed-upon deliverables and timelines.

A. Event & Program Support

• Assist in the coordination, and execution of approximately 12 committee events, 6 panel events, and 3 fundraisers annually
• Manage registration platforms, ticketing, and attendee lists
• Support event logistics from planning through execution, including vendor coordination
• Participate in committee meetings to deliver agreed-upon event outcomes
• In-person set up, participation, and breakdown at events is required

B. Marketing & Communications Deliverables

• Develop and distribute weekly member communications via GrowthZone
• Maintain and update the NY Chapter website using GrowthZone
• Create or coordinate the development of event promotional materials, programs, and marketing assets
• Manage and support NY Chapter social media presence (LinkedIn and Instagram)
• Draft and distribute monthly press releases related to chapter programming

C. Sponsorship, Member & Administrative Support

• Track annual sponsorships and event sponsors
• Manage event registration, reporting, and expense tracking
• Support administration of the NY Chapter scholarship program
• Correspond professionally with members and external stakeholders
• Coordinate interns and volunteers as needed to support deliverables

D. Board & Leadership Support

• Coordinate logistics and materials for NY Board of Directors meetings
• Support planning and execution of the annual NY Board retreat in collaboration with the Chapter Director

 

4. Deliverables & Success Measures

Success in this engagement will be measured by:

• Event materials and marketing campaigns delivered on time and aligned with chapter objectives
• Consistent, professional, and timely member communications
• Accurate sponsorship, registration, and expense tracking
• Well-organized Board meetings and retreat support

 

5. Consultant Qualifications

• Demonstrated experience in event planning and execution
• Confident in managing a high volume of inbound and outbound client and member correspondence across multiple channels (email, phone, chat)
• Strong marketing and communications background
• Excellent organizational and project management skills
• Ability to work independently while collaborating with multiple stakeholders
• Experience using Email Software (e.g. Mailchimp, Constant Contact), and Website Platforms (e.g. Square, Wix, WordPress), and social media platforms
• Familiarity with Canva strongly preferred

 

6. Compensation Structure

Respondents should propose a monthly retainer, per-event fee, or hybrid pricing model tied to defined deliverables. Hourly billing is discouraged.

 

7. Independent Contractor Status

The selected Consultant will serve as an independent contractor and not as an employee of Professional Women in Construction New York. The Consultant will be responsible for all applicable taxes, insurance, and benefits and will retain discretion over how services are performed, provided deliverables and deadlines are met.

 

8. Proposal Submission Requirements

Proposals should include:

• Overview of the Consultant or firm, including a resume
• Relevant experience with similar organizations or events
• Proposed approach to managing scope and stakeholders independently
• Estimated availability and capacity (not fixed hours)
• Proposed fee structure
• At least two professional references

 

9. Submission Instructions

• Submit proposals electronically to admin@pwcny.org by Friday, February 20, 2026