RFP: Project Manager for Adamah New York Day of Joy and Service (Fall 2025)

Project Title: A Day of Joy and Service  Organization: Adamah NY Accountable to: Dr. Shahar Sadeh, Director, Adamah NY  RFP Purpose: This RFP outlines the requirements for planning and executing a large-scale, multi-site, single-day volunteer event in the NY Metro area. We seek proposals from qualified contractors to develop, coordinate, and manage this initiative in alignment with Adamah’s mission and values.  About Adamah: Adamah is North America’s leading Jewish environmental organization. Our mission is to cultivate vibrant Jewish life in deep connection with the earth. Our core values are: Joy, Love, Hope, Community, Nature Connection, Youth Empowerment, Jewish Wisdom, Collective Action, and Peoplehood & Planethood. Adamah NY is Adamah’s largest hub, working to implement Adamah’s national mission through Jewish environmental education, climate action, and community empowerment.   Event Description: In the Fall on of 2025, Adamah NY aims to hold a large-scale community-wide event designed to facilitate community service in natural spaces and cultivate a feeling of joyful Jewish connection.  It will take place in 10 or more natural spaces – parks, beaches, natural preserves, rivers and creeks – with at least 1000 total volunteers. Activities could include any of the following: tree planning, trash removal, nature restoration, painting, garden work, and more.   The event will be executed in collaboration with over 50 local and national organizations, Jewish and non-Jewish alike, and will take place in multiple locations simultaneously. It will involve many Adamah staff, including members of our educational, marketing and operations teams.   Project Scope and Requirements We are seeking a highly skilled and dynamic consultant to develop, lead and coordinate this large-scale volunteer event with 1000 or more participants in the NY metro region during the fall of 2025. This is a contract role requiring a professional with significant event management and volunteer coordination experience. The ideal candidate will possess strong organizational, communication, and leadership skills, with a background in successfully managing events, particularly in community settings. Experience with Jewish community events or organizations is a plus. Project Goals:  Mobilize 1,000 volunteers across multiple locations. Inspire joyful Jewish community engagement rooted in environmental stewardship. Build and strengthen organizational partnerships Promote Adamah’s brand and mission. Inspire engagement in Adamah NY post event. Scope of Work: Lead planning and logistics for the event across several NY Metro locations. Develop timelines and schedules for the event. Develop and manage a detailed program budget, which includes marketing and recruitment, PR, swag, day-of staffing and volunteers, and more. This event will also include significant Adamah staff involvement. Recruit, train, and manage volunteers and staff. Coordinate with partner organizations and educators. Promote the event in collaboration with Adamah’s Marketing team. Ensure successful on-the-ground execution, including risk and crisis management.  Requirements:  Multi-site event management Volunteer coordination and training Stakeholder and partner collaboration Real-time event supervision Strong organizational and communication skills Cultural competence in working with Jewish organizations Adaptability under pressure and during crises High degree of professionalism and independence Public engagement and promotion Proficiency with event planning and volunteer tracking software Ability to work with digital communication and scheduling tools  Deliverables:  Comprehensive event plan and budget Volunteer recruitment and training materials Partner engagement strategy Post-event debrief and final report  Timeline:  Contract Term: Mid-April 2025 – Mid-October 2025 Key Milestone: Event to be held in Fall 2025 (specific date TBD) Final Report: Due within 2 weeks post-event  Location: NY Metro Area, including NYC, Long Island, and Westchester  Proposal Requirements  Organizational Background: Proposal should demonstrate experience in large-scale event planning, volunteer management, and stakeholder engagement. Experience with Jewish or environmental organizations is a plus.  Proposed Solution/Service: Describe how you will design and manage the event and ensure an inspiring and logistically sound experience across all locations.  Methodology: Explain your approach to volunteer coordination, logistics, and stakeholder engagement. Highlight how you will integrate Adamah’s values into the event structure.  Project Plan: Include a detailed timeline, staffing plan, communication strategy, and contingency plans.  Personnel: Identify key personnel and describe their roles, experience, and qualifications.  References: Include two references or case studies from similar projects, with contact information.  Proposal Evaluation Criteria:  Demonstrated experience with large-scale community events Ability to recruit and manage many volunteers/teams Cultural fit with Adamah’s values and mission Quality and clarity of proposed approach Competitive and reasonable pricing Submission Instructions  Submission Format: Submit all proposals in PDF format via careers portal: Careers | Adamah | People. Planet. Purpose.   Submission Deadline:  April 10, 2025  Confidentiality: All proposal content will be treated as confidential and used solely for evaluation purposes.  Questions: Questions may be submitted as an attachment to your application materials. The hiring team will do our best to respond to questions during the interview process.   Contractual Terms  Contract Duration: 6-month term from May 1 to Mid-October 2025  Payment Terms: To be negotiated; invoicing and payments to be structured according to milestones and deliverables.  Intellectual Property: All work produced for the project will be the property of Adamah NY.  Confidentiality: Contractor must maintain confidentiality regarding all proprietary and sensitive information.  Termination Clause: Adamah NY may terminate the contract for cause or convenience with appropriate notice and settlement of any outstanding obligations, as per state and federal law.