The Children's Advocacy Centers of Pennsylvania (PennCAC) is requesting proposals from qualified individuals with demonstrated expertise in conference and event management to assist in planning a child abuse conference to be held in Pennsylvania in 2027. Project will include all aspects of conference planning, including, but not limited to, planning, coordination, and implementation services. Project will include extensive consultation and partnership with PennCAC, including regular, recurring meetings to assess the project with staff who are leading the project. Please review attachment for complete project details and consultant qualifications.
Scope of Services
The selected contractor will be responsible for comprehensive pre-conference coordination in collaboration with PennCAC staff and conference planning committee. Services may include, but are not limited to, the following:
- Identify, evaluate, and assist in securing a venue capable of accommodating plenary and breakout sessions for up to 200 attendees, including appropriate audiovisual (AV) capacity and catering services at or below the federal (GSA) rate. Venue should also have lodging options at or below GSA rate.
- Develop and maintain a detailed project timeline and planning checklist.
- Coordinate vendor and sponsor procurement and management (AV, catering, signage, materials, etc.).
- Support speaker logistics, including travel, lodging, and presentation needs.
- Assist with registration setup and attendee management processes.
- Provide budget and cost management support.
- Assist with agenda development and timing of workshops.
- Collaborate on marketing materials and communications to promote the event with PennCAC's Communications Manager.
- Attend regular planning meetings with PennCAC to review progress and coordinate responsibilities.
Consultant Budget
This consultant position is entirely grant funded. The current funding designates a total of $19,988 for conference planning services. This amount is calculated using an hourly rate of $81.25, for a total not to exceed 123 hours, to be completed prior to the conference date. As the scope of the conference is finalized, an additional RFP may be released by PennCAC to include on-site management and post-conference follow-up. The identified awardee would be eligible to apply for this RFP to potentially receive additional work and funding. Because this position is grant funded, the hourly rate may not exceed the federal GSA rate of $81.25 per hour.
Proposal Submission Deadline: April 15, 2026, at 5pm EST
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Cynthia Yang
Administrative Coordinator
PA Chapter of CAC & MDT
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