Introduction

The International Association of Advisors in Philanthropy (“AiP”) is seeking proposals from qualified individuals or firms to provide bookkeeping and event planning services.

AiP’s MISSION

“Inspiring and equipping wealth advisors, philanthropic advisors, and communities of allied professionals to build their practice and support their clients’ philanthropic priorities.”

Our VISION

“AiP aspires to advance the profession as the premier philanthropic training and networking resource for communities of allied professionals.”

Our VALUES

Leadership, Learning, Integrity/Ethics, Collaboration, Effectiveness, Engagement, Innovation, and Equity

Our KEY INITIATIVES

Maintain, Retain, & Grow Membership

Grow Sponsorship

DEI Expansion

Our STRATEGIES

Deliver Compelling Philanthropic Training Materials and Events     

Build Mutually Beneficial Strategic Partnerships and Grow Organizational Awareness

Market AiP membership and activities          

Connect members to AiP and to each other

Create structure and support to maintain existing and develop new thriving AiP chapters

Develop sustainable sponsorship program and manage finances responsibly       

Infuse DEI into all work, creating a space where all members feel welcome and heard, while encouraging brave conversations

AiP: BY THE NUMBERS

280 Current Members

4,000 on the Electronic Mailing List

2,400 in our LinkedIn Group

Average Event Attendance:

150 people at our Annual Conference on Philanthropy

40 people attend our Monthly Webinars

15 attend our Stanford PACS EPLI Workshops three times a year (120 total advisors trained)

Top membership professions include (self-identified):

30% – Philanthropic Advisors

21% – Financial/Wealth Advisors

10% – Nonprofit Professionals

6% – Attorneys

Top membership professional designations include (self-identified):

38% – CAP® (Chartered Advisor in Philanthropy)

15% – CFP® (Certified Financial Planner)

11% – JD

4% – CPA

The selected contractor(s) will support our mission as follows via this Scope of Work below.  This work could be embraced as a team effort as well, rather than having one individual do all this work, with team specialists within. For example, it would be good for the same team member to always support board meetings, or the same person to lead on conference logistics, but it could be that someone else on their team supports finances and 990s, etc. AiP needs someone (or some people who are) incredibly detail-oriented, self-motivated, with excellent proactive communication, and with incredible, timely follow-through.

AiP EXECUTIVE MANAGER: ADMINISTRATIVE RESPONSIBILITIES

Membership Management

• Bill and collect membership dues (through website/database platform, YourMembership)
• Email non-paid members once a month
• Maintain the accuracy of membership roster
• Maintain membership reports for committee and board
• Provide reports on specific things as requested
• Respond to membership inquiries through email and telephone, including requests for invoice, receipt, refund, etc.

General/Program

• Respond to emails and phone calls requesting information on AiP generally, membership inquires, media requests, etc.
• Process incoming mail
• Manage website – create event postings, update calendar, update general content
• Create basic marketing materials, as needed
• Provide collateral for board members traveling to a conference on behalf of AiP
• Assist with sponsorship program
• Prepare collateral
• Communicate with sponsors
  • Coordinate and deliver benefits associated with each level
• Monitor and post on LinkedIn (events)

Financial

• Capture and record accurate expenses and payments
• Maintain budgets and report on budgeted differences
• Review invoices, approve for payment
• Prepare accurate and timely financial statements, reconciled with bank account
• Provide financial statements, bank statements, supporting documentation, and invoice to AIP exec committee each month
• File important documents, financial, and tax filing information
  • Maintain 7 years of financial records
  • Maintain all 990 records

Event Planning & Support (specific Events broken down below)

• Identify event venue (virtual platform or physical location), negotiate venue contracts employing best practices and industry knowledge, establish program time, and agenda
• Coordinate and communicate with presenters
• Prepare event posting for website
• Take reservations via mail, phone, email, track registrations, collect payment
• Reconcile event, process payments as needed, and deposit checks
• Help develop effective fundraising strategies and custom sponsorship packages
• Event promotion through email, mail, social media
• Field phone call and email questions regarding events
• Maintain list of presentations/presenter proposals for webinar and conference sessions
• Coordinate any provided sponsorship benefits
• Primary point of contact for outside vendors: flowers, photographer, audio-visual needs, etc.
• Act as meeting host /staff registration desk
• Invoice unpaid attendees, sponsors and follow up until collected

Event: Annual Conference Planning

• Clear and detailed logistics – i.e., a comprehensive production schedule
• Support committee in planning of conference programming
• Negotiate with venue, service deposits, fees, and charges
• Coordinate on-site needs including food, drink, audio visual, etc. for each event over multi-day conference
• Make menu selections, accommodating dietary needs and preferences
• Provide guarantees to venue, taking into consideration no-show and walk-in percentages
• Travel, staff, and provide materials for conference
• Support event speakers’ by providing general information, answering questions, coordinating travel and logistics requirements pre- and post-event
• Coordinate and support AiP liaison to “host” and introduce speakers
• Establishing consensus and motivating a team to take the event across the finish line.

 Event: Webinars

• Support committee in planning of webinars
• Track attendance, survey results
• Coordinate schedule and host pre-flight meeting with presenter and AiP host
• Provide updated script for AiP host
• Run back-end logistics – PowerPoint, post in chat, administer polls, etc.
• Download, save, and post webinar recordings to YouTube and website

Event: Stanford PACS Workshops Specific

• Attend committee meetings
• Create event posting on website
• Promote via emails and LinkedIn Posts
• Run back-end logistics – PowerPoint, post in chat, administer polls, etc.
• Maintain program records
• Send follow up communication to attendees
• File continuing education credits

Board and Committee Meetings

• Coordinate Board and committee meeting dates
  • Maintain and send calendar invitations
  • Committees include: Resource Management, Content, Stanford PACS, Governance, Membership, DEI Task Force
• Attend meetings and record meeting minutes/notes
• Distribute and prepare meeting materials to board and committee members (agenda, minutes, financials, membership report, other items as requested)
• Maintain roster, track terms, track attendance

Chapter Support

• Create event posting on website
• Promote via email to entire mailing list and specific chapter mailing lists
• Support chapter leadership
• Create and update chapter webpages, as needed
• Support new chapter launches
• Track registrations for chapter events
• Create nametags and other collateral for chapter events

Proposal Requirements

Interested parties should submit a proposal that includes the following:

1. Cover Letter
   1. Introduction to the individual or firm
   2. Summary of relevant experience and qualifications
2. Detailed Proposal
   1. Description of approach and methodology for providing AiP Executive Manager Services
   2. Outline of key personnel involved and their qualifications
   3. Proposed timeline and availability
   4. Fee structure and estimated costs (e.g. fixed monthly rate or hourly rate)
3. References
   1. Contact information for at least three professional references
   2. Examples of previous work relevant to the services requested
4. Supporting Documentation
   1. Resumes of key personnel
   2. Proof of relevant certifications or licenses
   3. Any additional information that demonstrates the ability to fulfill the contract

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Relevant experience and qualifications
  • Proven action plan that identifies goals and objectives.
• Quality and clarity of the proposal
• Cost-effectiveness
• References and past performance
  • Evidence that events are consistently brought in on time and at or under budget
• Alignment with the organization's mission and values

Submission Instructions

Proposals must be submitted electronically via e-mail by March 31, 2025 to:

Richard Peck, AiP President, thephilanthropyguy@gmail.com, 603-387-3897 (cell, if questions)

Please include "Proposal for Bookkeeping and Event Planning Services" in the subject line.

Timeline

• RFP Issuance: February 1, 2025
• Questions Due: February 28, 2025
• Proposals Due: March 31, 2025
• Contract Award: July 1, 2025

Terms and Conditions

AiP reserves the right to:

• Accept or reject any or all proposals, in whole or in part
• Negotiate with any or all proposers
• Modify or cancel this RFP at any time

By submitting a proposal, proposers acknowledge that they have read and understood the terms and conditions of this RFP.

We look forward to receiving your proposal and thank you for your interest in supporting our mission.

Sincerely,

Richard Peck, AiP President

thephilanthropyguy@gmail.com

603-387-3897 (cell)