RFP Event Management Services for Comprehensive Campaign Public Launch -

Division of Finance and Business Affairs
Request for Proposal
and Specifications for
Event Management Services for Comprehensive Campaign
Public Launch
No part of this publication may be reproduced, transmitted, transcribed,
stored in a retrieval system, or translated into any language in any form
by any means without the written permission of Wayne State University
Wayne State University
Procurement & Strategic Sourcing
April 29, 2026

Procurement & Strategic Sourcing
5700 Cass Avenue, Suite 4200
Detroit, Michigan 48202
(313) 577-3734
Division of Finance and Business Affairs
April 29, 2026
Dear Vendors:
IMPORTANT - PLEASE NOTE: Bid notices will be sent only to those Vendors registered to receive them via our Bid
Opportunities ListServ service. To register, visit http://go.wayne.edu/bids, and click on the "Join our ListServ" link at the top
of the page. Instructions are at the top of the page, and the Event Planning/Campaign Services Listserv service is under
"Service Bid Opportunities".
Wayne State University invites you to participate in its Request for Proposal process to provide Event Management Services
for Comprehensive Campaign Public Launch, for the Division of Development and Alumni Affairs, per the specifications
contained herein the Request for Proposal. This service is expected to commence on July 1, 2026.
We have a bid information package complete with the Request for Proposal and complete specifications available for
downloading from the University Procurement Website at http://go.wayne.edu/bids (include capitalization and underscores)
as of April 29, 2026. When visiting the Website, click on the "Service" link in green. Copies of the RFP will not be available
at the pre-proposal meeting.
To participate, it is Optional that you and/or responsible representatives of your organization attend our pre-proposal
conference. For this RFP, the University offers the following Pre-Proposal Options: Virtual. The meeting will be held on
May 15, 2026, at 10:00 a.m. (Eastern - Detroit Time).
Vendors who would like to participate in the pre-proposal meeting via a TEAMS Video Conference or Conference Call, may do
so via the information below:
Microsoft Teams Meeting
On-line or via Conference Call
Event Management Services - Comprehensive Campaign Public Launch Pre-Bid Meeting | Meeting-Join | Microsoft
Teams
Need to join from a mobile device but don't have TEAMS on it?
Visit our website for instructions on adding TEAMS to your device.
Attendance will be taken during the Prebid Meeting. When Pre-proposal Meetings are Optional, nominal scorecard points will
be awarded for attendance.
We hope you can join us at the Optional pre-proposal meeting. Please have a copy of this Request for Proposal for your
reference during the meeting. Should you have any questions or concerns about this invitation, please contact me at (313)
577-3712, or email: Rfpteam1@wayne.edu. Thank you for your interest in doing business with Wayne State University.
Sincerely,
Brandy Gaines
Senior Buyer
Enclosure

RFP: Event Management Services for Comprehensive Campaign Public Launch
for the Division of Development and Alumni Affairs
Page No.(s)
I. Introduction 1
II. Information for VENDOR 1
A. General 2
B. Calendar of Events 2
C. Optional Pre-Proposal Meeting 2
D. Examination of the Request for Proposal 2
E. Delivery of Proposals 3
F. Proposal Format 3
G. Proposal Evaluation 4
H. VENDOR Profile, Experience, References and Lost Accounts 4
I. VENDOR Service Plan 5
III. Scope of Work and Project Requirements 6
IV. General Requirements and Guidelines 7
UNIVERSITY PROVIDED SCHEDULES
Schedule A Proposal Certification, Non-Collusion Affidavit, VENDOR Acknowledgements
Schedule B Insurance Requirements
Schedule C Cost Schedule
Schedule D Summary Questionnaire
VENDOR CREATED EXHIBITS - TO BE SUBMITTED WITH VENDOR PROPOSAL
VENDOR Exhibit 1 Exceptions / Restricted Services
VENDOR Exhibit 2 Profile/Experience/References
VENDOR Exhibit 3 Service Plan
VENDOR Exhibit 4 Sample Management Reports
APPENDICES
Appendix 1 Wayne State University Map - (see website: http://campusmap.wayne.edu )
Appendix 2 New Vendor Set-Up Requirements
Appendix 3 WSU Wage Rate Schedules
Appendix 4 Drawings
Appendix 5 Sample Strategic Source Agreement

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I. INTRODUCTION
A. Wayne State University, founded in 1868, is committed to preparing its students to excel in a fast-
paced and interconnected global society. It combines the academic excellence of a major research
university with the practical experiences of an institution whose history, location and diversity make it a
microcosm of the world students will enter when they graduate. The University holds the Highest
Carnegie Foundation classification for research activity. It has 13 colleges and schools and offers more
than 350 academic programs including bachelor's, master's and doctoral degrees; post-baccalaureate,
graduate and specialist certificates; and three professional programs (http://wayne.edu/about/).
B. Procurement & Strategic Sourcing is soliciting proposals from qualified professional organizations,
hereafter referred to as VENDOR(s), who specialize in providing Event Management Services for
Comprehensive Campaign Public Launch of superior quality, competitive pricing, as described in the
Statement of Work section of the Request for Proposal (RFP). Project must commence on or
before July 1, 2026, and be completed by June 30, 2028.
The contract(s) will be for a two-year period ending on June 30, 2028. Thereafter, the UNIVERSITY
may, at its option, extend the contract, for a one-year period, through June 30, 2029. VENDORS must
state maximum price increases (if any) for years two and three on Cost Schedule C.
This RFP outlines basic requirements as specified in the Scope of Work section of the RFP (Section III).
Proposals submitted are to be in accordance with the outline and specifications contained in and are to
remain in effect a minimum of 120 days from the date of submission and may be subject to further
extensions as negotiated.
C. The UNIVERSITY reserves the right to accept, reject, modify, and/or negotiate all proposals
received in conjunction with the RFP. It reserves the right to waive any defect or informality in the
Proposals based on what it considers to be in its best interests. Any proposal may be rejected, which
the UNIVERSITY determines to be incomplete, conditional, obscure, or has irregularities of any kind.
The UNIVERSITY reserves the right to award the firm, or firms, which in its sole judgment, will best
serve its long-term interest.
This RFP in no manner obligates the UNIVERSITY to the eventual purchase of any products or services
described, implied, or which may be proposed, until confirmed by written agreement, and may be
terminated by the UNIVERSITY without penalty or obligation at any time prior to the signing of an
Agreement or Purchase Order.
D. Expenses for developing and presenting proposals shall be the entire responsibility of VENDOR and
shall not be chargeable to the UNIVERSITY. All supporting documentation and manuals submitted with
this proposal will become the property of the UNIVERSITY.
E. All questions concerning this Request for Proposal are to be directed to Brandy Gaines, Senior Buyer,
Email; Rfpteam1@wayne.edu. The deadline for questions is May 21, 2026, 12:00 noon. Under no
circumstances may a VENDOR contact other individuals at the UNIVERSITY, or its consultants to
discuss any aspect of this RFP, unless expressly authorized by Procurement & Strategic Sourcing to do
so.
II. INFORMATION FOR VENDOR
A. General
This RFP contains requests for information. VENDORS, however, in responding to this RFP, are
encouraged to provide any additional information they believe relevant. VENDORS are encouraged to
examine all sections of this RFP carefully, in that the degree of interrelationship between sections is
high.

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B. Calendar of Events
Activity Responsibility Date
Formal Release of RFP Procurement April 29, 2026
Optional Pre-Proposal meeting Procurement /Evaluation May 15, 2026
Team (ET)/VENDORS 10:00 a.m.
Questions due to Procurement & VENDORS May 21, 2026 - 12 Noon
Strategic Sourcing
Delivery of Proposals are by electronic VENDORS May 28, 2026, by 2:00 p.m.
submission on May 28, 2026. The link
for bid submission will be posted with
the bid details at
http://go.wayne.edu/bids.
Evaluation of Proposals Procurement / ET Week of June 15, 2026
(clarifications & negotiations)
Announcement of Selected VENDOR Procurement Week of June 30, 2026
Readiness for Service/Contract VENDORS Week of July 1, 2026
Commencement
Project Completion VENDORS/ET June 30, 2028
The UNIVERSITY will make every effort to adhere to the above schedule. It is subject, however, to time
extensions at the University's discretion.
C. Optional Pre-Proposal Meeting
You may attend an Optional Pre-Proposal Meeting on as a condition for submitting a proposal. For
this RFP, the University offers the following Pre-Proposal Options: Virtual.
The meeting will be held on May 15, 2026, at 10:00 a.m. (Eastern - Detroit Time)
Vendors who would like to participate in the pre-proposal meeting via a TEAMS Video Conference or
Conference Call, may do so via the information below:
Microsoft Teams Meeting
On-line or via Conference Call
Event Management Services - Comprehensive Campaign Public Launch Pre-Bid Meeting |
Meeting-Join | Microsoft Teams
Need to join from a mobile device but don't have TEAMS on it?
Visit our website for instructions on adding TEAMS to your device.
During this meeting, we will answer any questions you may have to clarify any ambiguities in this
Request for Proposal. Answers to questions that cannot be answered during this meeting will be put
into an Addendum and emailed to all VENDORS and posted to the University website as soon as they
are obtained. Each proposal submitted shall list all addenda, by numbers, which have been received
prior to the time scheduled for receipt of proposal.
Attendance will be taken during the Prebid Meeting. When Pre-proposal Meetings are Optional,
nominal scorecard points will be awarded for attendance.
Minutes for the Pre-proposal Meeting will be distributed and published on the website as an Addendum.
Vendors are responsible for the information in this and all other Addenda and must acknowledge each
addendum in Schedule D on the second page of the Schedule.

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D. Examination of the Request for Proposal
Before submitting proposals, each VENDOR will be held to have examined the UNIVERSITY
requirements outlined in the Scope of Work and Technical Information sections and satisfied with the
existing conditions under which it will be obligated to perform in accordance with specifications of this
RFP.
No claim for additional compensation will be allowed due to unfamiliarity with the specifications and/or
existing conditions. It shall be understood that the VENDOR has full knowledge of all of the existing
conditions and accepts them "as is."
E. Delivery of Proposals
Proposals with supporting documentation shall be submitted by electronic submission. The link for
bid submission will be posted with the bid details at http://go.wayne.edu/bids beginning April 29,
2026.
The electronic submission should be limited to no more than one of each of the following file types: 1
Word Document and/or 1 Excel Workbook and/or 1 PDF document, with a total file size less than 20
megabytes. ZIP Files containing separate sections of a proposal are not acceptable, drop box
submissions are not accepted either. If your submission was sent correctly, you will receive an auto-
reply message acknowledging receipt of your Proposal.
The specific format for responses is detailed in Section II F (below). Proposals and Schedule C, Cost
Schedule must be signed, and the authority of the individual signing must be stated thereon. All
responses are to be submitted by electronic submission on forms furnished with the Bidding
documents:
ATTN.: Brandy Gaines, Senior Buyer
Wayne State University
RFP: Event Management Services for Comprehensive Campaign Public
Launch
The link for bid submission will be posted with the bid details at http://go.wayne.edu/bids beginning
April 29, 2026.
Deadline for receipt of proposals by Procurement & Strategic Sourcing is May 28, 2026, by 2:00 p.m.
(local time). Proposals received after that time will not be accepted. No details of the proposal will
be divulged at the time of opening.
F. Proposal Format
Proposals are limited to 25 pages total, one sided, and eleven (11) point font. (This is inclusive of all
required documents and schedules and any optional material included at the discretion of the
respondent, but tab sheets and the cover pages do not count in the overall document count.)
Proposals are to be submitted with appropriate indices. Each proposal should provide a straightforward
concise description of the VENDOR'S service, approach and ability to meet the UNIVERSITY'S needs
as stated in this RFP. Schedules and Exhibits listed below must be included in your proposal:
University Provided Schedules (provided in this package)
Schedule A - Proposal Certification, Non-Collusion Affidavit, VENDOR Acknowledgements
Schedule B - Insurance Requirements
Schedule C - Cost Schedule, Summary of Quoted Rates
Schedule D - Summary Questionnaire
Vendor Created Exhibits (to be Submitted with Vendor Proposal)
Exhibit 1 - Exceptions/Restrictions, if any exist (Section II G)
Exhibit 2 - Profile / Experience / References (Section II H)
Exhibit 3 - VENDOR Service Plan (Section III)

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Care should be exercised in preparation of the proposals since it is the UNIVERSITY'S intent to have
the final contract documentation to consist of a University Strategic Source Agreement (Appendix 5)
that incorporates the RFP, VENDOR Proposal, any letters of clarification, and will require the issuance
of a Purchase Order for invoicing purposes.
Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete
and effective quotation are not desired.
G. Proposal Evaluation
1. Proposals will be evaluated, and award will be based on VENDOR'S ability to offer the best value
(quality, past performance and price), and on anticipated quality of service. Items considered
include but are not limited to:
* Ability to meet all mandatory requirements and specifications of this RFP.
* Cost of Services; Compensation and Fees; (Schedule C)
* Financial Strength of the VENDOR.
* Proposal Documentation / Presentation.
* VENDOR'S Experience (Exhibit 2)
* VENDOR Profiles/References; (Exhibit 2)
* VENDOR Service Plan; (Exhibit 3)
NOTE: Evaluation Criteria are in alphabetical order and are not stated in order of
preference.
VENDOR proposals will be evaluated by a team consisting of members of the UNIVERSITY'S
Procurement and Division of Development and Alumni Affairs. A preliminary screening will be
used to identify competitive VENDORS who have met the mandatory requirements. Procurement
& Strategic Sourcing may subsequently request selected VENDORS to attend an interview or make
a presentation at a set time and date, to clarify information provided in the proposals. Final
consideration, evaluation, and recommendation may be made at this point. However, the
UNIVERSITY reserves the right to take additional time for reference review, site visits and/or
proposal negotiations.
2. To qualify for evaluation, a VENDOR'S proposal must be responsive, must be submitted on time
and must materially satisfy all mandatory requirements identified throughout the RFP, in the
judgment of the UNIVERSITY. Any deviation from requirements indicated herein must be
stated in the proposal specifically under the category "Restricted Services" and clearly
identified as Exhibit 1. Otherwise, it will be considered that proposals are in strict compliance
with all requirements. Check the box indicating "None" for Restricted Services on the Proposal
Certification Schedule A. In those cases where mandatory requirements are stated, material failure
to meet those requirements may result in disqualification of the VENDOR'S response
3. If there are portions of any proposal the UNIVERSITY finds unacceptable or otherwise in need of
clarification or revision, the UNIVERSITY reserves the right to clarify or negotiate with any or all
VENDORS. Should the outcome of evaluations result in a recommendation, any resulting contract
will be subject to the approval of the UNIVERSITY'S General Counsel and must be approved and
signed by the appropriate UNIVERSITY representative.
4. After notification of acceptance of proposal and the signing of a resulting agreement and/or
Purchase Order, the successful VENDOR will be expected to establish and be able to commence
work or services on or before July 1, 2026.
H. VENDOR Profile, Experience, References, and Lost Accounts
1. VENDOR Profile should include:
VENDOR is required to provide organizational data that demonstrates the size, scope and
capability of the Company to handle the UNIVERSITY'S specific requirements specified in this
RFP. Explain any company relationships that could be construed to be a conflict of interest in
doing business with the UNIVERSITY now or in the future.

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Upon University request, VENDOR must agree to provide publicly distributed annual reports
and/or independently audited financial statements including its statement of financial position,
statement of operations, and statement of cash flows for at least the past three years. Vendor must
further agree to permit the UNIVERSITY, upon request, to audit VENDOR's books, but only as it
relates to the Wayne State University account, including invoicing, operational, and technology
controls (when applicable). The University is limited to 1 request per calendar year of this
agreement.
If / when requested, failure to agree to this will result in disqualification of your bid (see
Schedule D).
Financial Information will be treated as confidential and not added to the publicly permanent RFP
file. Financials requested must be sent to:
ATTN.: Kenneth Doherty, Associate Vice President
Procurement & Strategic Sourcing
Wayne State University
RFP: Event Management Services for Comprehensive Campaign Public
Launch
Procurement & Strategic Sourcing
5700 Cass Avenue, 4th Floor - Suite 4200 AAB
Detroit, MI 48202
VENDORS must include a self-addressed envelope marked "Confidential" with their financial
statement. Statements will be returned upon completion of any University review.
2. Experience
VENDORS are to state in their proposals their qualifications to meet the RFP specifications
in terms of past and current consulting experience with the same or similar requirements. This
information should be provided in VENDOR'S Exhibit 2 of their proposal. VENDORS are to focus
on experiences with organizations having needs similar to that of the UNIVERSITY.
3. References
Upon request, VENDOR must agree to provide a minimum of three (3) qualified references.
Requests for references will come from Brandy Gaines, Senior Buyer, and will be treated as
confidential and not added to the publicly permanent RFP file.
References are to be made from organizations that have successfully utilized the products and
services. The references supplied should include the name and address of the organization, and
the contact's name(s), titles, e-mail, and telephone numbers.
Failure to provide references (if requested) will result in disqualification of your bid.
4. Lost Accounts and Legal Actions
Upon request, VENDOR must agree to provide a list of significant accounts that VENDOR has
lost during the past three (3) years. "Significant" for this purpose shall be construed to mean
accounts representing billings by VENDOR in the range of $25,000.00 or more each year. A lost
account can be defined when the vendor has been terminated on a job because of
performance or default. Contact names and telephone numbers of affected Companies must be
provided.
Indicate any significant past or pending lawsuits or malpractice claims against VENDOR.
I. VENDOR Service Plan
Vendors should include a complete description of the products and services offered in their Proposal.
The Service Plan should include, but not be limited to:
1. A summary of the products or services to be provided.

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2. When applicable, a timeline showing how the Vendor plans to deliver products and/or services to
fulfill any contract issued because of this RFP.
3. Key staff members at the Vendors organization that will be assigned to the University account or
will otherwise be part of an implementation team.
4. Any resource requirements on the part of the University are necessary for the Vendor to meet its
obligations under an agreement resulting from this RFP.
5. Any hardware, software, or other technology the University must have to use the Vendors
products or services.
6. Any alternative ideas or proposals that should be considered by the University in addition to the
base proposal.
III. SCOPE OF WORK AND PROJECT REQUIREMENTS
OBJECTIVE OF RFP
Wayne State University is in the quiet phase of its third comprehensive fundraising campaign. As we prepare
for the public launch of the campaign, tentatively slated for April 2027, the University's Division of
Development and Alumni Affairs ("DAA") is looking to ensure success in Wayne State's largest-ever campaign
with an ambitious fundraising goal of $1 billion. Building on a strong tradition of research excellence, access,
and impact, Wayne State University has embarked on a historic philanthropic effort to secure transformational
investment in its students, faculty, research, and community. This campaign will play a critical role in
advancing the University's strategic priorities; enhancing its national profile; and engaging alumni, donors, and
partners at every level. To ensure a memorable and impactful launch, DAA seeks an experienced event
management firm to partner in the strategic planning, design, production, and execution of a series of
signature campaign public launch events and related engagement activations that align with the campaign's
overarching goals and messaging. The contract will be for two (2) years with option for one (1) additional one-
year extension.
Wayne State University, a leading R1 urban, public research institution in the state of Michigan, is preparing to
launch the public phase of its third comprehensive fundraising campaign. This campaign aims to inspire
significant philanthropic support; elevate the University's visibility; and galvanize current and prospective
donors, alumni, faculty, staff, students, and community partners around a shared vision for the University's
future.
This RFP seeks a creative and strategic partner with deep experience in higher education and/or mission-
driven comprehensive fundraising campaigns to help launch a historic campaign that is authentic, aspirational,
and flexible - one that can inspire philanthropy and engagement across diverse audiences.
Under the leadership of, and in close partnership with DAA, the selected firm will support the University in:
* Creating a high-impact, emotionally resonant series of public launch events that build excitement and
momentum for the campaign, including an anchor event in Detroit, Michigan and additional events in
priority markets across the country.
* Ensuring a cohesive guest experience that reflects the University's mission, brand, and campaign vision.
* Engaging multiple audiences, primarily current and prospective major donors, alumni, students, faculty,
staff, community members, and media.
* Coordinating seamlessly with the University's internal teams, including DAA, University Communications
& Marketing (UCAM), and the Office of the President, along with external consultant firms for campaign
counsel and branding as needed.
* Delivering professional-level, sophisticated event production and execution.
The firm will provide comprehensive event strategy, management, and production services. Key elements will
include:
Event Strategy & Planning
* Collaborate with University and DAA leadership, Campaign team, and University Communications and
Marketing (UCAM) team to develop a strategic vision and goals for the launch events customized for the
university's audiences.
* Coordinate with DAA's campaign counsel and branding vendors to ensure seamless strategies.

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* Lead interviews and focus groups with internal and external stakeholders such as DAA and university
leadership, students, Campaign Leadership Council and Alumni Association Board of Directors, to inform
event strategies.
* Develop detailed event plans, production timelines, and run-of-show outlines for events targeting
university audiences such as donors; alumni; faculty and staff; students; and approximately 5-10 regional
alumni groups of 80-100 individuals each across the U.S. (specified regional events TBD).
* Recommend event format(s) and location(s), and coordinate accessibility and inclusion elements.
* Advise on guest experience and journey planning-from invitations and event arrival to event program
and post-event follow-up.
Creative Concept & Design
* In close partnership with the Campaign team, UCAM, and DAA leadership, develop a unifying creative
concept for the launch, aligned with campaign and University branding and messaging.
* Collaborate with the Campaign team, DAA Communications, and UCAM to provide creative direction and
production for multimedia storytelling, including video, music, and branded content to support event and
campaign success.
* Recommend and manage the design and production of interactive elements, branded installations, and
experiential activations for all audiences.
* Develop experiences that recognize donors and highlight the impact of giving.
* Provide thematic vision for staging, lighting, multimedia, decor, signage, and environmental design.
* Create renderings, mood boards, and other visual tools to guide approvals.
Communications & Media Integration
* Collaborate with DAA Communications and Campaign teams and UCAM to align media strategy.
* Advise on engagement and messaging strategy, audience segmentation, and key guest activation(s)/calls
to action.
* Support press event components, live streaming, and broadcast elements.
* Support development of scripts and the line-up of speakers.
* Support content development for invitations, promotions, event interaction, and follow-up messaging.
* Ensure campaign and University brand consistency across all touchpoints.
Event Logistics & Implementation
* Full-scale event production management for the following approximate audiences:
o High-level donor kick-off event for 250-350 guests.
o Faculty/staff on-campus event.
o Student on-campus event/s or strategic activations.
o 5-10 regional alumni events for 80-100 guests (specific locations and number of events TBD).
* Including:
o Venue selection and coordination (on and off campus) in partnership with DAA. leadership and the
University's Campaign and Special Events teams.
o Catering/food services selection and coordination in partnership with DAA leadership and the
University's Campaign and Special Events teams.
o Recommend and manage rentals, decor, large-scale scenic elements, and experiential elements (for
example, live entertainment, showcases, interactive displays, etc.)
o Provide technical production (A/V, staging, lighting, live streaming, projection, etc.).
o Provide onsite management with experienced staff for load-in, set-up, event management, and load-
out.
Run-of-show:
* Collaborate with University team on program flow, speakers, and content.
* Lead stage management, rehearsals, and show calling.
* Manage venue and vendor assignments and issues.
o Coordinate with the University's Special Events and Campaign teams, volunteers, venue staff, and
vendors.
o Align calendars/timelines related to City of Detroit and University events, local road construction, and
other factors relevant to date selection.
o Secure permits, insurance, and compliance with venue protocols and relevant University policies.