Institute for Citizens & Scholars is hiring : Temporary Event Planner in Princeto

Request for Proposals | Temporary Event Planner

Location : Remote, with travel to events

Contractor Timeframe : October 15, 2025 – April 30, 2026

Compensation : $50,000 maximum

INTRODUCTION

The Institute for Citizens & Scholars (“Citizens & Scholars”) is seeking proposals from qualified event planners to develop and execute our fall and winter events (convenings). This position provides temporary coverage for our Director of Events, who will be taking leave in early December. In the fall, you will support the Director of Events with late-stage preparation for two events in Washington, D.C. as a means of getting to know the C&S approach / process. For later convenings, you will engage more directly with early-stage preparation for two January events in D.C. and will take the lead on those events when the director goes on leave. We are looking for experienced professionals or firms who specialize in event planning from concept to day-of management.

TIMELINE

• RFP Release Date : September 25, 2025
• Proposal Submission Date : October 6, 2025
• Selection of Event Planner : October 10, 2025

KEY EVENTS ( must attend in person ) :

October 23-24, Washington DC (Georgetown University)

Affective Polarization Convening (Part 2)

Approximate # of attendees : 100-110 + 6-8 staff + 12 speakers

January 19-21, 2026, Washington DC

Campuswide Immersion (CWI) Convening—Cohorts 1-3

Approximate # of attendees : 42-45 + 6-8 staff + 1 speaker

January 23-25, 2026, Washington DC

Leadership Council Convening, College Presidents for Civic Preparedness

Approximate # of attendees : 20-25 + 6-8 staff + 1-2 speakers

KEY RESPONSIBILITIES & SPECIFIC TASKS

October-November 2025

Shadow / support incumbent (30 hours / week)

Specific tasks :

Hotel planning, rooming lists

Hotel planning, rooming lists

Early December 2025 (approximately)

Incumbent leave begins

Temporary events lead role (40 hours / week) :

Hotel planning, rooming lists

Jan 19-21, 2026

Temporary events lead role (40 hours / week) :

Attend / support CWI convening—Cohorts 1-3, Washington D.C.

Approximate # of attendees : 42-45 + 6-8 staff + 1 speaker

Jan 23-25, 2026

Temporary events lead role (40 hours / week) :

Attend / support CP2 Leadership Council Convening, D.C.

Approximate # of attendees : 20-25 + 6-8 staff + 1-2 speakers

February-late March 2026

Temporary events lead role (40 hrs / wk) :

Late March 2026

Director of Events returns from leave

March-April 2026

Support incumbent (30 hours / week)

Support incumbent’s transition back to work, including follow-up on above events (payment processing, etc.) and additional support on summer 2026 events

BUDGET

The budget for this work will be $50,000. For the time spent overlapping with the Director of Events prior to her leave the position will require approximately 30 hours per week. During her leave, the requirement will be up to 40 hours per week. All related expenses, including but not limited to printing, postage, mail house, and email platform fees, will be paid separately and directly by Citizens & Scholars above and beyond this contractual fee. Payment terms and invoicing schedule will be negotiated with the selected contractor.