SAN FRANCISCO AFRICAN AMERICAN CHAMBER OF COMMERCE

Building Community. Building Business.

 

 

 

Request for Proposals (RFP)

Event Planning, Marketing & Community Engagement Services Buffalo Soldiers 160th Anniversary Celebration

 

Issued By:  San Francisco African American Chamber of Commerce

Issue Date:  August 18, 2026

Event:  Buffalo Soldiers Luncheon & Awards Ceremony (160th Anniversary Celebration)

Event Date:  Sunday, October 18, 2026

Venue:  Marines' Memorial Club & Hotel, San Francisco, CA

Anticipated Attendance:  Approximately 150–200 guests

Proposal Due Date:  On or before Wednesday, August 26, 2026

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1. Background & Purpose

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The San Francisco African American Chamber of Commerce (“the Chamber”) is hosting the Buffalo Soldiers Luncheon & Awards Ceremony on Sunday, October 18, 2026, at the Marines’ Memorial Club & Hotel in San Francisco. This event commemorates the 160th anniversary of the Buffalo Soldiers and will honor their history, service, and legacy through a formal luncheon and awards program.

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The venue has already been secured, and significant foundational planning is already underway through the Chamber and its Buffalo Soldiers Planning Committee. The Chamber is now seeking an experienced event planning and marketing professional or consulting firm to join the effort, help drive the remaining planning work, and lead a focused marketing and outreach campaign to ensure strong attendance and community visibility.

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This is an opportunity for the right consultant to step in quickly, work collaboratively with an active planning team, and help deliver a high-visibility, meaningful community event honoring an important piece of American history.

 

2. Scope of Services

 

The Chamber is seeking a consultant to provide the following services in partnership with the Chamber and the Buffalo Soldiers Planning Committee:

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• Event planning and coordination leading up to the October 18 event date, building on foundational work already completed

• Development and execution of a strong marketing and outreach strategy to promote the event and drive ticket sales/RSVPs

• Driving attendance toward the anticipated audience of approximately 150–200 guests

• Community, veteran, business, media, and stakeholder outreach to broaden visibility and participation

• Ongoing coordination with the Chamber, the Buffalo Soldiers Planning Committee, the venue, speakers/honorees, sponsors, and other event partners

• Assistance developing the event timeline and run-of-show, and providing day-of coordination and on-site support

• Ensuring all planning and promotional efforts appropriately honor the history and legacy of the Buffalo Soldiers, while achieving strong visibility and robust community participation

 

3. Current Status & Working Environment

 

Applicants should understand the following before submitting a proposal:

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• The venue — Marines’ Memorial Club & Hotel — is confirmed and secured.

• The Chamber and the Buffalo Soldiers Planning Committee have already begun foundational planning and will remain actively engaged partners throughout the process.

• The Chamber is seeking a consultant who can move quickly, integrate into work already in progress, and collaborate effectively with a committee-based structure.

• This engagement is expected to run from the point of selection through the event date of October 18, 2026, with the possibility of limited post-event wrap-up support.

 

4. Proposal Requirements

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Given the short timeline, we are requesting brief, focused proposals rather than lengthy formal documents. Proposals should include the following:

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• Relevant Experience: A summary of your experience planning and/or marketing events of comparable size and scope, particularly community, cultural, veteran, or nonprofit events.

• Proposed Approach: A brief outline of how you would approach the planning, marketing, and outreach work described in the Scope of Services, given the compressed timeline.

• Availability: Confirmation of your availability to work on this engagement through October 18, 2026, including day-of availability at the venue.

• References or Examples: References and/or examples of comparable prior work (event materials, campaign summaries, testimonials, or similar).

• Proposed Fee: A proposed flat project fee for the full scope of services described above.

 

5. Submission Timeline

 

RFP Issued:    Wednesday, August 18, 2026

Proposals Due:     Wednesday, August 26, 2026

Anticipated Selection:     Within a few days of the proposal deadline

Engagement Period:     Immediately upon selection through Sunday, October 18, 2026

 

Given the compressed timeline to the event, the Chamber intends to review proposals and select a consultant promptly. Interested applicants are encouraged to submit as early as possible.

 

6. Submission Instructions

 

Please submit your proposal, along with any questions, to the San Francisco African American Chamber of Commerce at the contact information below. Proposals may be submitted via email in PDF or Word format.

 

Organization:   San Francisco African American Chamber of Commerce

Attention:   Buffalo Soldiers Planning Committee

Email:  admin@sfaacc.org

 

7. Evaluation Criteria

 

Proposals will be evaluated based on:

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• Demonstrated relevant experience and quality of past work

• Strength and feasibility of the proposed marketing and outreach approach

• Ability to work collaboratively with the Chamber and Planning Committee

• Availability and ability to meet the compressed timeline

• Overall value of the proposed flat project fee

 

 

The San Francisco African American Chamber of Commerce thanks you for your interest in supporting this important celebration of the Buffalo Soldiers’ 160th anniversary and legacy.

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