RFQ: Planning and Coordinating IOLA’s 2027 Justice Infrastructure Summit

The New York State Interest on Lawyer Account Fund ("IOLA" or "IOLA Fund") is seeking proposals from qualified applicants to perform planning and coordination consultant services for a two-day, in-person Justice Infrastructure Summit in Summer 2027 for IOLA's grantee organizations.

It is anticipated that one 6- to 9-month contract will be awarded with a term concluding **August 31st, 2027**. The maximum contract award is **$100,000**.

The IOLA Fund expects this event to be attended by an estimated 200-220 individuals from its network of 107 legal services grantees. Participants are not to be charged a registration fee.

The Contractor shall provide end-to-end Summit planning, coordination, and operational support as described below. All services shall be performed in close coordination with the IOLA Fund.

IOLA envisions the Justice Infrastructure Summit in Summer 2027 as a two-day, in-person event with panel discussions and interactive workshops on topics including legal training, legal technology, and cybersecurity, among other themes relevant to the Justice Infrastructure Project. The Summit should give attendees opportunities to actively participate through roundtables or other interactive session formats, and will ideally have multiple tracks to account for varying levels of attendee familiarity with the Justice Infrastructure Project.

The Contractor will be responsible for developing content for the Summit, in coordination with IOLA and its Justice Infrastructure Project Manager.

Event Content

Task 1 — Project Management and Planning. The Contractor shall:

• Conduct kickoff and periodic planning meetings with the IOLA Fund and the contracted Project Manager for the Justice Infrastructure Project
• Develop and maintain a detailed project plan and timeline
• Identify key milestones, dependencies, and risks
• Coordinate all planning activities to ensure timely delivery of services

Task 2 — Agenda and Content Development. The Contractor shall:

• Facilitate development of a structured agenda aligned with IOLA objectives
• Organize Summit content into defined tracks or thematic areas, as approved by IOLA
• Identify potential speakers and workshop leaders in coordination with IOLA
• Manage speaker communications and logistical coordination
• Collect and organize presentation materials, including session descriptions and speaker bios
• If agreed upon by IOLA and the Contractor, coordinate CLE accreditation and session content, with support from IOLA and its grantees

Event Management

Task 1 — Summit Logistics. The Contractor shall:

• Collaborate with IOLA to identify a venue, and lead venue coordination
• Develop a run-of-show document
• Coordinate audio-visual and other technical support
• Oversee and manage online registration
• Develop a contingency plan for day-of operational issues
• Provide on-site management support for the duration of the Summit

Task 2 — Post-Event Activities. The Contractor shall:

• Design and administer post-event survey
• Compile and analyze feedback and attendance data
• Prepare and submit a post-event summary report

Deliverables

1. Project plan and timeline
2. Draft and final Summit agenda
3. Session descriptions and run-of-show materials
4. Speaker coordination materials and schedules
5. On-site Summit management and operational support, including the management of any technical equipment and physical materials for attendees
6. Post-event summary report, including attendance metrics, high-level feedback analysis, and lessons learned and recommendations for future events

All deliverables are subject to review and written approval by the IOLA Fund.

**Submission:** Proposals must include the entire package. IOLA only accepts electronic proposals via email. Electronic proposals shall be emailed in PDF format before the RFQ Due Date and Time to dfisher@iola.org. Mailed or faxed proposals will not be considered.

Proposals must be submitted by **November 20, 2026, at 5:00 pm (Eastern)**. Applicants should limit their proposals to twenty (20) pages, excluding attachments. Proposals shall be signed by an employee of the vendor who is authorized to sign the proposal.

Minimum Eligibility

• Licensed to do business in New York State.
• Holds Workers' Compensation and Disability Insurance.
• Has completed and certified a Vendor Responsibility Questionnaire in the last six months.
• Ability to be physically present for the Summit in summer 2027 in New York State.

Unless otherwise specified in the solicitation, every quote is firm and not revocable for a period of 90 days from the bid opening.