Contact: stevensinitiative@aspeninstitute.org

RFP Issue Date: April 6, 2026

Proposal Deadline: April 20, 2026

Overview

The Stevens Initiative Alumni Leadership and Innovation Assembly is a high-impact, two-day event scheduled for August 7-9, 2026. This event will convene J. Christopher Stevens Virtual Exchange Initiative (JCSVEI) alumni (young people who participated in JCSVEI-supported programs) around celebratory and professional development programming centered on emerging technologies, such as AI and global leadership, set against the backdrop of the United States’ semiquincentennial. As the nation reflects on 250 years of leadership and global engagement, participants will explore leadership and decision-making in a world facing rapid social and technological change through a wide range of panels, interactive workshops, collaborative ideation sessions, and a facilitated, prestigious Aspen Institute Leadership Seminar.

U.S.-based alumni ages 21-24 will apply to attend the event through a simple application process designed to identify those best positioned to translate the Assembly’s learnings into leadership roles and action within their communities. Approximately 50 U.S.-based alumni will be selected to participate, with all travel and program-related costs covered, and the event will provide virtual opportunities for alumni across the Middle East and North Africa to join portions of the event.

The Stevens Initiative is seeking a full-service event production firm to provide end-to-end management, logistical execution, and participant coordination for the Alumni Leadership and Innovation Assembly, ensuring a seamless experience from the initial application phase through post-event wrap-up.

The Initiative seeks to work with an organization with extensive event management and production experience. The Initiative will develop the program agenda and activities, including inviting speakers and assembling a guest list, but will coordinate with the partner on all programming logistics. Interested organizations should review this Request for Proposals in its entirety and respond with required proposal components by April 20, 2026.

Background

The Stevens Initiative, a program of the Aspen Institute, is an international leader in virtual exchange, which brings young people from different places together through technology for dialogue and discovery. Created in 2015 as a lasting tribute to Ambassador J. Christopher Stevens, the Initiative is building a better tomorrow by preparing rising generations of leaders and advancing the field of virtual exchange.

The J. Christopher Stevens Virtual Exchange Initiative (Stevens Initiative) is a U.S. Department of State’s Bureau of Educational and Cultural Affairs program administered by the Aspen Institute. The JCSVEI advances America’s global leadership by using U.S. innovation in virtual technology to connect young Americans with peers in the Middle East and North Africa (MENA) to build practical, workforce-relevant skills. Since its launch, JCSVEI has engaged tens of thousands of young people across the United States and MENA, many of whom have gone on to lead successful initiatives in business, education, and civic life. The JCSVEI reflects the best of American ingenuity—using technology, entrepreneurship, and problem-solving to expand U.S. influence and promote stability in the MENA region. 

Building on this foundation, the Alumni Leadership and Innovation Assembly will serve as a premier platform to celebrate 250 years of American achievement while reinforcing the Freedom 250 mission and branding.

Location

The event will be held in one of the following cities, and the Stevens Initiative welcomes proposals from national, state, or local firms.

• Chicago, Illinois
• Detroit, Michigan
• Kansas City, Missouri
• Nashville, Tennessee
• Washington, District of Columbia

Proposals should specify the location where the contractor has the capacity to implement the event. Contractors with the ability to run and implement the event in more than one location listed above should note all potential locations.

Eligibility 

• The contractor will bring extensive project management experience. While the Initiative hopes to work collaboratively with the contractor, the contractor should be proactive in leading the planning and execution of the scope outlined in this RFP. The contractor should also have a process for keeping the client informed through regular, structured updates without being prompted.
• The contractor will have experience staying calm and professional under pressure, especially when solving last-minute problems or managing schedule changes. Their on-site team should be comfortable and polished when interacting with high-level speakers, VIPs, and all participants.
• The contractor will have expertise in event risk management and the ability to navigate a crisis or last-minute schedule changes.
• The contractor will show a high level of care for the small details that define a premium event, from ensuring all signage is perfectly aligned to double-checking that every digital presentation is glitch-free. The Stevens Initiative seeks a partner who takes full ownership of the event’s polished feel, ensuring that no logistical or aesthetic detail is overlooked in the final hours of preparation.
• The contractor will have a proven track record of managing all-inclusive event financials, including paying all vendors directly and providing the client with one consolidated final invoice. They must also show experience in negotiating complex venue contracts to protect from financial risks and a process for collecting and vetting insurance certificates (COIs) from all sub-contractors and vendors.

Scope of Work

Venue and Vendor Management

• Venue Sourcing: Research, vetting of, and selecting venues and hotels based on capacity, tech needs, and agenda alignment.
• Vendor Sourcing: Hiring and managing high-quality photographers, videographers, caterers, and other vendors.
• Hotel Block Management: Overseeing rooming lists, VIP upgrades, and attrition deadlines.

Participant Management

• Application and Selection: Building the application, managing the intake of applicant data, and supporting the selection committee with organized reporting.
• Participant Management: Create and oversee a process for selected participant registration, planning and running a pre-event orientation, and serving as the primary point of contact for all participant inquiries (the “Help Desk”).
• Travel: Book individual flights, manage ground transportation/shuttles, and oversee travel stipends.
• Itinerary Management: Generate and distribute personalized digital itineraries for every participant, ensuring each individual is fully briefed on their specific travel, lodging, and session schedule.

Pre-Production

• Printing: Manage the printing of materials, including badging, signage, directional, agendas, etc.
• Run of Show: In coordination with the Stevens Initiative, develop a minute-by-minute plan for all stages and sessions.
• Risk Management: In collaboration with the Stevens Initiative, develop and execute a site-specific safety plan and a crisis communications strategy for emergencies or unexpected disruptions.
• Site Visits: Conduct up to two comprehensive on-site walkthroughs with the Stevens Initiative and key technical leads to map out room and tech set up, power drops, Wi-Fi dead zones, signage placement, etc.
• Shipping & Asset Management: Coordinate the logistics of shipping materials (swag, banners, office supplies) to the venue, including managing the loading dock and storage.
• Content Development: As budget allows, collaborate with the Stevens Initiative on content development, including session refinement and speaker prep calls. 
• Speaker Concierge: As budget allows, serve as the point of contact for speakers to collect slide decks, bios, and headshots, ensuring version control for all presentations.

On-Site Production & Execution

• Technical Direction: Manage AV, lighting, livestreaming, and stage design.
• Run of Show: Direct all live production logistics, including real-time show calling, speaker movement, and the immediate resolution of any scheduling or technical challenges.
• Staffing: Coordinate on-site registration leads, room monitors, runners, and other roles.

Post-Event Wrap-Up

• Asset Handoff: Provide an organized digital library of all event photography, session recordings, and final production documents.
• Final Reporting: Deliver a post-event debrief report including registration metrics, an assessment of the event’s successes and challenges, including strategic recommendations and lessons learned to improve future iterations of the event, and final budget reconciliation.

Funding

The Initiative expects to enter into a contract around $270,000 for all costs (including personnel, event production, participant support, and administrative costs) depending on the scope of work, timeline, and final deliverables arrived at through the proposal review and contracting process. Proposals that suggest amounts outside this range will be considered, but the differences should be justified in the proposal. The applicant whose proposal is selected will enter into a contract with the Stevens Initiative at the Aspen Institute and a payment schedule will be arrived at by mutual agreement during the contracting phase. 

Project Timeline

The Initiative has proposed the timeline below for the overall project, noting that specific tasks and deliverables should be outlined based on the above scope and submitted to the Initiative in a more comprehensive timeline included in the proposal.

Partner Selection

• Proposals due: April 20, 2026
• Partner selected: April 29, 2026
• Partner contracting: April 29, 2026-May 13, 2026

Participant Application and Selection:

• Application opens: June 8, 2026
• Application closes: June 26, 2026
• Applications reviewed: June 26-July 1, 2026
• Attendees selected: July 1, 2026
• Attendees approved by Stevens Initiative and the U.S. Department of State: July 10, 2026
• Attendees notified and registration forms sent: July 13, 2026 

Planning: 

• Partner event planning: May 18-August 13, 2026

Event: August 7-9, 2026

• Welcome dinner: Friday, August 7, 2026
• Full-day programming: Saturday, August 8, 2026
• Half-day programming: Sunday, August 9, 2026

Closeout: 

• Final report and asset handoff
• Final invoices must be received no later than August 17, 2026

Proposal Process and Selection Criteria

Proposal Submission Requirements

Proposals will be accepted until April 20, 2026, at 5:00pm U.S. Eastern Time. Questions and proposals can be directed to Haili Lewis at stevensinitiative@aspeninstitute.org under the subject line “Event Production Proposal.” The proposal should comprise the requirements listed below. Applicants can choose how they would like to format their proposals, but each requirement below should be included for a proposal to be considered complete. Major components of the proposal should include:

• A brief narrative should describe the organization’s approach to executing the deliverables outlined above, the major activities that will be undertaken, and the organization’s understanding of the support required for these project components and how the organization and proposed team are uniquely suited to provide this service to the Initiative. 
• A detailed timeline, listing major activities and the amount of time to be spent on each project component.
• A budget detailing all costs associated with project deliverables and activities, as well as any additional anticipated costs (licenses, fees, overhead costs, other administrative or operational costs, etc.). Notes for developing a budget:
  • Only include work conducted after May 18, 2026, when the selected contractor will begin project implementation.
  • Plan to make direct payments to vendors or partners.
  • Meals and lodging lines should follow regulations for federally-funded programs, including complying with the GSA per diems. 
  • As stated above, proposals outside of the budget range listed above will be considered, but should be reasonable, associated with additional effort or costs, and justified in the proposal. 
• Examples/samples of prior work on similar projects.
• Key team member qualifications, including bios for proposed staff.

Criteria for Selection

When selecting an organization, the Initiative will pay particular attention to:

• Alignment and Experience: The Initiative seeks to engage an organization with a proven track record of implementing large scale, youth oriented, in-person events for participants to ensure a safe, supported, and transformative leadership development experience. Applicants should support their experience with relative examples and present a plan that demonstrates a strong understanding of the deliverables listed above. 
• Cost effectiveness: The Initiative seeks to engage an organization that proposes cost-effective use of funds while delivering high quality deliverables.
• Feasibility: Proposals should be well-structured, logical, and centered on realistic goals. Applicants should indicate how their proposal is feasible and realistic within the parameters of this RFP.   

Applying and More Information

Proposals will be accepted until April 20, 2026, at 5:00pm U.S. Eastern Time. Questions and proposals can be directed to Haili Lewis at stevensinitiative@aspeninstitute.org under the subject line “Event Production Proposal.” For more information about the Stevens Initiative or this RFP, please see stevensinitiative.org or email stevensinitiative@aspeninstitute.org. The Stevens Initiative will not be able to provide feedback on proposals that are not selected.