JANUARY 10, 2025

REQUEST FOR PROPOSAL (RFP):
EVENT PLANNER FOR ʻŌLELO COMMUNITY MEDIA

Introduction

ʻŌlelo Community Media is seeking proposals for event planning services for our 22nd Youth Xchange (YXC) Student Video Competition, Awards Show and After Party on May 15th, 2025 at the Hawaii Okinawa Center. This RFP outlines the specific requirements and guidelines for the production of the awards show and after party.

Company Overview

ʻŌlelo Community Media is a 501(c)(3) non-profit organization in Oʻahu that serves as a vital public, education, and government access provider to amplify community voices through media. It offers Oʻahu’s diverse population media services and technology access, with the aim to foster community engagement and storytelling. Through ‘Ōlelo’s cable channels, VOD, and online platforms, viewers can access unique local stories crafted by numerous committed community producers, highlighting the island’s culture, people, and pertinent legislation and information. ‘Ōlelo is committed to education and provides media production training to students of all ages, as well as internships and apprenticeships for career development in the film and media industry. Offering courses and certifications for media equipment, ‘Ōlelo ensures community content is widely distributed via cable access channels, YouTube, and a dedicated Video On Demand app, while also supporting non-profit, government institutions, and community organizations in sharing their narratives and missions with a broader audience.

Event Details

• Title: ʻŌlelo Community Media Youth Xchange (YXC) 2025 Student Video Competition, Awards Show and After Party
• Date & Location: Thursday May 15th, 2025 at Hawaii Okinawa Center Legacy Ballroom
• Time: Doors Open at 2:00PM; 3:00 PM – 4:30 PM (Awards Show), 5:00 PM – 6:30 PM (After Party)
• Venue Rental: 10:30 AM (load in) to 8:00 PM (load out)
• Expected Attendance: 400-600 guests to include students, sponsors, teachers, staff, and current/potential donors
• Description: In the 2003-2004 school year, ‘Ōlelo Community Media introduced the Youth Xchange (YXC) Statewide Student Video Competition Awards Event and Celebration, starting with 49 schools, 240 students, and 150 submissions across six categories. 21 years later, YXC has grown into a statewide movement, engaging thousands of students from over 230 schools, inspiring creativity, and amplifying youth voices across Hawai`i.

The YXC Awards Show is a memorable end of school year event that honors and celebrates student contest winners and their teachers for their excellence in media. Historically held at hotel and convention venues, this year we are pivoting by splitting the event into two parts: an Awards Show and an After Party, and relocating to the Hawaii Okinawan Center, a respected community institution. The 90-minute awards show will be held in a rowed theater style seating format within HOC’s Legacy Ballroom. The show will include a stage setup with a podium, AV support, and large screen to display the nominated videos and winners. The after party will take place 30 minutes following the awards show in the ballroom. Guests will enjoy heavy appetizers, a cash bar with two complimentary drink tickets per guest, music, and opportunities to network. The after party will feature bistro tables, seated lounge areas, and interactive displays showcasing ʻŌlelo’s programs and student projects.

Theme: Holomua: Innovating for a Better Future

This theme emphasizes the fusion of tradition and technology, inspiring Hawaiʻi’s youth to harness technical innovations to tackle community challenges and build a sustainable future. It empowers students to be voices for change while celebrating the powerful synergy between cultural wisdom and cutting-edge technology.

Website: https://olelo.org/yxc2025/

2024 Youth Xchange Highlights Recap: https://youtu.be/7JBPkr3hskg?si=um0OwYnpnt3Rkhx2

Project Scope

• Event Design & Logistics (50%)

• • Design a cohesive and immersive event experience that aligns with the event’s theme, engaging attendees through thoughtfully curated elements such as venue layout, sensory details (lighting, sound, texture), interactive activities, and personalized touches.
  • Ensure the event flow is seamless, with unique guest experiences, including interactive stations, themed décor, and engaging activities that enhance attendee participation and leave a lasting impression.
  • Incorporate elements that encourage social sharing and provide memorable takeaways (e.g., photo opportunities, personalized gifts).
  • Co-manage budget with Development & Grants Manager to ensure expenses stay within budget
  • Coordinate the return of rented materials, including furniture, equipment, and décor items
  • Attend bi-weekly virtual meetings with YXC team and be available for virtual check-in meeting with core team members as needed

• Vendor Management (25%)

• • Identify and hire vendors such as Production Fabricator, A/V, photo booth etc.
  • Co-lead management of vendors with Development & Grants Manager
  • Oversee delivery and setup of vendor service on the event day

• On-site Event Coordination (25%)

• • Supervise event staff, including volunteers or contracted personnel
  • Ensure the smooth execution of the event timeline, including transitions between segments (e.g., speeches, meals, entertainment)
  • Coordinate registration/check-in process and ensure guest flow throughout the event
  • Manage all event logistics, including transportation, security, and any special needs for guests

Proposal Guidelines

• Company Information: Brief overview of your company, including team experience and qualifications.
• Services and Fit: Detailed breakdown of services offered and why you think your company is a good fit for this project. Please include # of staff that can assist on-site.
• Portfolio: Examples of previous projects, especially those relevant to CMS and community media.
• Budget: Detailed budget outlining all costs associated with the project.
• References: Contact information for previous clients who can provide references.

Evaluation Criteria

• Experience and Expertise: Proven track record in delivering similar projects for non-profit organizations and cultural competence and familiarity of organizations operating in Hawaii.
• Collaboration: Willingness and ability to collaborate closely with the YXC staff team who bring a wealth of experience and passion to this project.
• Quality of Proposal: Clarity and thoroughness of the proposal.
• Cost: Proposed cap of $7,000. Reasonableness and competitiveness of the budget.

Submission of Proposals

• Proposal Due Date: January 26nd, 2025 by email to etsuchiya@olelo.org (Ellie Tsuchiya, Development & Grants Manager) Late submissions will not be considered.
• Proposal Review Period: January 27rd- January 30th If your proposal is selected as a finalist, we will contact you during the proposal review period for further discussion and clarification.
• Final Decision and Notification: January 31st, 2025
• Event Date: May 15th, 2025