Request for Proposals (RFP)  

Event Coordinator: 2025 Twin Cities Gus Macker 3-on-3 Basketball Tournament 

The Gus Macker 3-on-3 outdoor, half-court Basketball Tournament is a Twin Cities-wide community event that promotes sportsmanship, fitness, and local engagement, raising funds for a worthy cause. 
 
Minneapolis Northwest Tourism (MNW) seeks a skilled event planner to oversee a 9-month planning and execution process for this tournament, scheduled for August 1-3 of 2025 in the Twin Cities, MN. The selected planner will be responsible for comprehensive event management, including logistics, volunteer coordination, fundraising, and marketing oversight. 

Event Overview 

  • Event Name: Gus Macker 3-on-3 Basketball Tournament 

  • Location: Twin Cities, Minnesota 

  • Event Date: August 1-3, 2025 

  • Duration: 2-3 days (Friday, Saturday and Sunday) 

 
Scope of Work 

Responsibilities 

The event planner will be responsible for: 

  1. Event Logistics and Project Management 

  • Venue acquisition and management in Brooklyn Center or Brooklyn Park, MN 

  • Equipment procurement and setup in coordination with Gus Macker corporate 

  • Schedule development for the tournament 

  • Coordination of on-site operations during the event 

  • Development of a project management tool for ease of coordination of activities 

  1. Volunteer Management 

  • Recruitment, training, and management of 200-300 volunteers 

  • Development of volunteer orientation and direction guidelines 

  • Coordination of volunteer schedules and roles 

  1. Marketing and Promotion 

  • Creation of a marketing plan, including social media, local media, and community outreach in conjunction with MNW 

  • Design and distribution of promotional materials (posters, flyers, digital content) 

  • Coordination of press releases and media relations in conjunction with MNW 

  1. Fundraising and Sponsorship 

  • Identification and solicitation of 80+ local sponsors engaging with gifts of $250-$20,000+ 

  • Development of sponsorship packages 

  • Management of fundraising activities leading up to the tournament 

  1. Tournament Registration and Operations 

  • Development of Twin Cities-specific copy for the national online Gus Macker registration platform 

  • Posting of local sponsors on the national site 

  • Development of community and food vendor registration forms and processes 

  • Coordination of tournament special event scheduling 

  • Contracting a possible intern to assist with event operations 

  1. Steering Committee Creation 

  • Facilitation of the formation of a steering committee to guide event planning 

  • Organization of regular meetings with committee members for updates and strategy as needed 

  1. Financial Management 

  • Creation and ongoing management of the event budget 

  • Acquisition of a fiscal sponsor 

  • Oversight of all payments, rentals, invoices, and accounting for event transactions 

  • Recommend to MNW CEO, possible recipient(s) for tournament proceeds 

  1. Event Coordination Training Event Coordinator MUST attend a 2-day orientation in Grand Rapids, Michigan on February 20 & 21 (paid for by MNW) 
     

Reporting Requirements 

  • Regular progress reports to the MNW CEO  

  • Updates on fundraising goals, volunteer recruitment, and marketing efforts 

  • Post-event evaluation report including lessons learned and recommendations for future events 

Performance Measures 

  • Achievement of fundraising goals (e.g., total funds raised, sponsorship secured) 

  • Number of registered teams/participants compared to target 

  • Volunteer engagement metrics (e.g., number of volunteers recruited, retention rates) 

  • Feedback from participants and volunteers via post-event surveys 

  • Support of hotel room requirements connected to tournament participant visits 

Team Building Meetings 

  • Regular planning meetings with the steering committee 

  • Initial team-building activities to foster collaboration and engagement among volunteers and committee members 

  • Documentation of meeting minutes and action items 

Timeline 

  • RFP Release Date: 11/22/24 

  • Proposal Submission Deadline: [TBD] 

  • Interviews/Finalist Selection: [TBD] 

  • Contract Award: [TBD] 

  • Planning Kickoff Meeting: [TBD] 

  • Event Date: 8/1-3/2025 

 

Budget 

The estimation of time spent by the planner is equivalent to 700 hours over 9 months. 

 

Submission Guidelines 

Interested event planners should submit the following: 

  • A detailed proposal outlining your approach to this project 

  • Insight into budget expenditures expected for a similar event and high-level areas of responsibility leadership needed in addition to the event planner along with time required for each role 

  • Examples of previous event planning experience, particularly with sports tournaments 

  • Examples of event- or work-management tools previously used 

  • References from past clients 

  • A resume or bio  

  • Contract requirements 

 

Evaluation Criteria 

Proposals will be evaluated based on: 

  • Relevant experience and qualifications 

  • Understanding of the project scope 

  • Proposed approach and methodology 

  • Budget considerations 

 
Contact Information 

For questions or further clarification, please contact:  
Leslie Wright 
President & CEO, Minneapolis Northwest Tourism  
leslie@mplsnw.com 
(952) 956-2946 


Thank you for your interest in this opportunity to help us create a successful 2025 Twin Cities Gus Macker 3-on-3 Basketball Tournament! We look forward to your proposals.