RFP: Call for RootsCamp Event Proposals
Open Call for Proposals To Work on RootsCamp Will Be Reviewed on a Rolling Basis
* Please Note this is an updated RFP due to our bringing on some team members to cover elements in the earlier version.
About RootsCamp
RootsCamp is a premier gathering of progressive organizers, campaign professionals, and movement leaders. The event serves as a platform to:
Reflect on lessons learned from the 2024 election.
Build and sustain a thriving community of grassroots organizers.
Facilitate collaboration, skill-sharing, and networking to strengthen the progressive movement.
Provide career development opportunities for those continuing in the work.
RootsCamp 2025, hosted by GAIN Power, will feature a hybrid format, combining an engaging in-person experience with robust online accessibility to expand its reach and impact. This year’s program will emphasize inclusivity, skill-building, and collaboration while scaling participation.
Event Details
Format: Hybrid event with in-person and virtual components.
Dates: January 23–25, 2025.
Location: Maritime Conference Center, 692 Maritime Blvd, Linthicum Heights, MD 21090.
Report Delivery: Final report due February/March 2025.
Fiscal Sponsor: GAIN Power.
Note: GAIN Power welcomes proposals from organizations, individuals, and firms. Submissions may cover full project management or specific components. Applicants should indicate their proposed scope of work and detailed approach.
Scope of Work
Proposals may address one or more of the following components:
1. Fundraising and Sponsorship Development
Fundraising Strategy: Develop a comprehensive plan to achieve a remaining financial goal of $600,000, securing sponsorships from progressive nonprofits, unions, consulting firms, and individual donors.
Scholarship Fund: Raise an additional $100,000 to support a scholarship program, ensuring accessibility and equity.
Donor Engagement: Build long-term relationships with donors and sponsors, providing regular updates and post-event impact reports.
Metrics and Reporting: Provide progress updates on secured versus pledged funds, risk assessments, and new opportunities.
2. Marketing and Outreach
Marketing Campaign: Design and execute a campaign highlighting unique event features, such as hybrid accessibility, career programming, and the unconference format.
Audience Engagement: Drive attendance through email campaigns, social media, and partnerships, with tailored outreach to underrepresented groups.
3. Recruitment of Diverse Partners and Talent
Community Outreach: Engage underrepresented communities, including Black, Latine, APIA, disabled, and LGBTQI+ organizers.
Partner Recruitment: Establish relationships with progressive organizations and leaders to ensure diverse programming and participation.
4. Communications and Branding
Public Relations: Draft press releases to secure media coverage and maintain consistent messaging across platforms.
Brand Development: Create templates, visuals, and materials to establish cohesive event branding.
5. Volunteer Recruitment and Coordination
Volunteer Program: Recruit, train, and manage a diverse volunteer pool for in-person and hybrid roles, offering incentives like stipends or professional development opportunities.
6. Unconference Facilitation
Session Management: Manage an inclusive and transparent submission process for unconference sessions, providing live facilitation and support.
7. Hybrid Event Support
Accessibility: Ensure the event platform integrates ASL interpretation, live captions, and multilingual support.
Technical Support: Provide real-time troubleshooting to ensure seamless virtual and in-person participation.
8. Technical Production Services
Live Streaming and Recording: Deliver high-quality audio-visual production, including multi-camera setups for key sessions.
Photography: Capture professional event photography for promotional and reporting purposes.
9. Post-Event Content and Evaluation
Content Distribution: Edit and publish session recordings and resources to maximize the event’s long-term impact.
Evaluation: Collect attendee feedback and deliver a comprehensive report with success metrics and recommendations.
Proposal Requirements
Proposals should include:
Executive Summary: Overview of proposed services.
Scope of Work: Detailed description of deliverables and approach.
Team Composition and Ownership: Names and qualifications of key personnel, including the firm’s ownership and principal liaisons. Please include what percentage of the firm is women or minority-owned.
Experience: Examples of relevant projects, particularly within the progressive ecosystem.
Timeline: Clear timeline for deliverables.
Budget: Total cost/fees and detailed breakdown of payment schedule.
Skills and Knowledge: Demonstrate expertise with tools such as Slack, Notion, Airtable, Zoom Events, Substack, Adobe Creative Suite, Canva, CRMs, ActionNetwork, Mailchimp, Google Workspace, and social media platforms.
Diversity and Values Alignment: Share how the firm’s ownership and team reflect DEI values.
References: Provide 2–3 references for relevant work.
Additional Notes
Applicants should remember that work continues during religious holidays and the New Year period. Teams should balance availability with appropriate time off.
GAIN Power strongly encourages proposals from Black, Latine, APIA, women, and LGBTQI+-owned firms.
Transparency in firm ownership and alignment with progressive values is essential.
Evaluation Criteria
Proposals will be evaluated based on:
Alignment with RootsCamp’s mission and values.
Demonstrated expertise in relevant areas.
Clarity and feasibility of the proposed approach.
Commitment to inclusivity and accessibility, including diverse outreach efforts.
Cost-effectiveness and alignment with budget constraints.
Submission Details
Deadline: Proposals will be reviewed on a rolling basis until all components are contracted. We’re mindful of the tight deadline and welcome simple proposals that address the areas you are interested in supporting.
Contact for Questions: For inquiries or to discuss this RFP further, email rfp@gainpower.org.