Request for Proposal: Event Safety & De-Escalation Services
Request for Proposal (RFP): Event Safety & De-Escalation Services
Scope of Work
The Contractor shall provide trained security staff to support the 2025 Grantmakers for Southern Progress Convening in Little Rock, Arkansas, from October 14-16, 2025, ensuring the safety and well-being of all attendees. The security team will focus on proactive engagement, de-escalation techniques, and attendee protection, including interfacing with law enforcement. While our primary goal is using de-escalation tactics, being able to trust the security team’s discretion around when things need to be escalated is key.
Overview of Services to be Provided:
- Personnel: Provide 4-5 trained staff with experience in conflict resolution, trauma-informed care, and community safety practices. Any additional personnel will be at an agreed-upon cost.
- Transportation Support: Provide 1 SUV or full-size rental car and 2 fifteen-passenger vans to assist with shuttle services and learning tour escorts.
- Hotel Security & Patrol: Conduct onsite patrols and provide security support at the two designated event hotels to ensure a safe environment for attendees.
Venue Security:
- Station dedicated staff at the entrance of the conference area on Tuesday, Wednesday, and Thursday.
- Assign 1 dedicated security staff member at the registration and help desk to assist attendees and address any concerns.
Learning Tour Support:
- Assign dedicated team leads for each of two (2) learning tour buses to provide security, mitigate conflicts, and act as a liaison with law enforcement if engagement is required.
- Provide lead-car support, acting as guide for charter buses.
Safety & Protocol Review:
- Conduct pre-event safety and security protocol reviews with the event planning team and relevant staff to ensure alignment on emergency procedures and response strategies.
Crisis Response & Evacuation Support:
- Support the execution of emergency evacuations in the event of a natural disaster, public safety concern, or other critical incident.
Law Enforcement Liaison:
- Provide trained de-escalators to interface with law enforcement as needed, ensuring the protection and well-being of attendees during any necessary interactions.
Community-Centered Approach:
- Ensure all security personnel are aligned with the event’s values of inclusivity, nonviolence, and harm reduction, using de-escalation and conflict resolution techniques whenever possible to maintain a safe and welcoming environment.
Contractor Qualifications:
- Experience in event security with a focus on de-escalation. harm reduction, and community care.
- Training in trauma-informed response, community safety practices, and nonviolent crisis intervention.
- Ability to work collaboratively with event organizers, attendees, and external agencies.
- Demonstrated commitment to equity, inclusion, and the well-being of marginalized communities.
- Ability to explain comfort level how they would handle certain situation (including ICE)
This agreement ensures that all security services provided align with the event’s commitment to creating a safe, inclusive, and supportive environment for all participants.
Submission Instructions
- Deadline: May 27, 2025
- Submit proposals to: events@g4sp.org
- Subject line: RFP Submission – GSP Convening Security Services