Request for Proposals: 2022 Teen Summit Conference Planner

Application deadline: January 17, 2022

Find a downloadable version of this RFP here: Teen Summit Conference Planner 2022 RFP

Our mission is to promote social change that transforms societal attitudes, practices and policies
to prevent and eliminate domestic violence, abuse and oppression.

Project Description
Provide event management, co-planning, and coordination for the 2022 Teen Summit. The conference will take place June 12-14, 2022 at the Kalahari Resort & Conventions in WI Dells and is anticipated to accommodate 800-1000 attendees, 28 workshops, 28 youth-led roundtables, and 3 dynamic keynote speakers. We anticipate approximately 200 hours of event planning support needed for this project. For more information about the 2022 Teen Summit visit our website here:

• Hourly rate will not exceed $40/hour
• An estimate of the Conference Planner hours worked each month are as follows:
o February 2022 – 20 hours
o March 2022 – 20 hours
o April 2022 – 40 hours
o May 2022 – 40 hours
o June 2022 – 80 hours

• TOTAL ESTIMATED COST = $8,000 (200 hours x $40 per hour)

Primary responsibilities

Scope of Services
Conference Planner will coordinate these activities/provide the following services:

Conference Strategy & Planning
• Create and customize event registration in RegFox
• Attend Weekly Planning Meetings beginning in February (approximately 2 hours each) Conference Management & Execution
• Coordinate RegFox registration process, track registrations and report to End Abuse weekly
• Track scholarship recipients and report to End Abuse weekly
• Respond to Teen Summit specific emails in a timely manner
• Determine volunteer staffing assignments and coordinate volunteers during the event
• Serve as conference site coordinator and point of contact (3 days)
• Prepare and distribute moderator introductions and handouts to workshop rooms
• Prepare name badges and handouts (End Abuse will approve printer if needed)
• Manage registration table and coordinate sign-in process during the Teen Summit

Post Conference
• Stay until the final day of the conference and help with tear down at venue
• Assist with transporting materials back to End Abuse office (if applicable

Agency responsibilities

End Abuse will:
• Facilitate planning meetings
• Decide who receives scholarships
• Make initial contact with workshop speakers (e.g. existing relationship)
• Accept registrations (making registration information accessible to Conference planner)
• Coordinate the marketing plan, timeline and PR
• Create a plan for and execute a social media activities before during and after the conference.
• Provide details of media relations
• Write and provide timely coordination of copy for Teen Summit conference booklet
• Review materials and provide feedback in a timely manner
• Create online surveys for the Teen Summit, including workshop evaluation; overall evaluation; etc.
• Enter data from evaluations & analyze evaluation results

Application instructions

Proposals due no later than January 17th, 2022. Please submit your proposal to Stephanie Ortiz – Director of Prevention & Outreach, via email at

Planner will be chosen in late January 2022 with project beginning no later than beginning of February 2022.

Any questions, please call Stephanie Ortiz at 608.237.3458 or email

Application deadline: January 17, 2022

Sorry, we are no longer accepting applications for this position.

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