Request for Proposals_Final.pdf

Request for Proposals (RFP) Crew Chief (Project Manager) and Track Manager (Event Consultant)

Issued by: MHC 2027: The Next Lap

Issue Date: October 15, 2026

Proposal Due Date: Open Until Filled; Proposal Review to Begin November 12, 2026

Primary Service Period: 4th Quarter of 2026 through 4th Quarter of 2027

1. Introduction

Martinsville Speedway, Henry County, and partner organizations are launching a coordinated, season-long celebration recognizing the 80th anniversary of Martinsville Speedway and the 250th anniversary of Henry County. The initiative will span the period between the spring and fall NASCAR race weekends in 2027 and feature a series of community-led events anchored by a signature mid-summer festival.

The initiative is designed to celebrate two milestone anniversaries, support a proactive effort to maintain two annual NASCAR races at Martinsville Speedway, and create a recurring, family-friendly, community-wide celebration that showcases the region’s motorsports heritage, manufacturing base, and broader history.

To support successful planning and execution, the Steering Committee invites proposals from qualified individuals, firms, consultants, or teams to provide outside professional assistance for one or both of the following roles: (1) Crew Chief (Project Manager) and (2) Track Manager (Event Consultant). Proposers may submit for one role or both roles, but must clearly distinguish staffing, scope, deliverables, and pricing for each role proposed.

The anticipated budget for this initiative is $345,000.

2. Initiative Overview

Programming will be organized as a series of events from spring through fall 2027, including:

• Spring race weekend kickoff.

• April-June community partner events (“Pit Stops”).

• A signature mid-summer festival, potentially including a soapbox or downhill derby, concert, fireworks, manufacturing and industry showcases, workforce engagement, motorsports heritage elements, and other family-friendly activities.

• August-September Pit Stops leading into the fall race.

• Fall race weekend recognition and celebration.

Community partners (“Race Teams”) will design and implement individual events in alignment with initiative goals and performance measures defined by the Steering Committee. The initiative is also intended to increase visitation, build community pride, support small businesses and local organizations, and establish a recurring signature event for the region.

3. Governance and Reporting Structure

The initiative is guided by a Steering Committee that provides overall direction, establishes key performance indicators (KPIs), and approves major decisions. The governance framework includes the Steering Committee for oversight, the Crew Chief for central coordination and implementation, the Track Manager for technical event planning and production support, community partners (“Race Teams”) that host individual events, and lead contacts and support teams within those partner organizations.

The selected contractor(s) will report to the Steering Committee or a designated chair/point of contact and collaborate closely with Martinsville Speedway, Henry County, the City of Martinsville, tourism and economic development partners, nonprofit organizations, sponsors, vendors, and other stakeholders.

4. Term, Level of Effort, and Compensation

• Contract Term: Anticipated 18-month engagement covering late 2026 through the conclusion, evaluation, and post-event closeout of the 2027 initiative.

• Time Commitment: Part-time, full-time, or role-specific level of effort as proposed by the respondent, with clear justification based on scope and deliverables.

• Location: Martinsville-Henry County area engagement is required. Some work may be performed remotely, but regular on-site presence is expected for key meetings, planning sessions, and events.

• Compensation: Respondents should propose a clear fee structure for each role proposed, including fixed-fee, hourly, or hybrid pricing, with assumptions about labor, overhead, travel, onsite days, meetings, and any subcontractors.

• Reimbursable Expenses: Any reimbursable expenses must be clearly identified, along with the proposed policy governing such expenses.

• Optional Services: Respondents may identify and separately price optional services, if applicable.

The issuing organization reserves the right to negotiate final scope, deliverables, staffing, and contract structure based on available funding and partner commitments.

5. Scope of Work

Option A: Crew Chief (Project Manager)

The Crew Chief will serve as the central coordinator for the initiative and will be responsible for day-to-day implementation across the planning and delivery period. Responsibilities are expected to include, but are not limited to:

5.1 Overall Planning and Timeline Management

• Develop and maintain a master project plan and timeline from initial planning through post-event evaluation and closeout.

• Coordinate sequencing of events from spring race kickoff through fall race weekend recognition, including the signature mid-summer festival.

• Support development and maintenance of the seasonal event master calendar.

• Track milestones, action items, risks, readiness status, and decisions for regular reporting to initiative leadership.

• Attend regular Steering Committee meetings, including more frequent meetings during early planning and monthly meetings later in the process, and provide updates to ensure timely execution of initiative goals.

5.2 Partner and Community Coordination

• Serve as primary point of contact for Race Teams, community partners, sponsors, vendors, and other stakeholders.

• Manage an organized process for community partner participation, including simplified proposal and approval processes, clear funding and sponsorship guidelines, and alignment with Steering Committee KPIs.

• Coordinate communication among the Steering Committee, partner organizations, sponsors, vendors, and community stakeholders.

• Ensure partners are included in relevant planning discussions prior to key procurements, decisions, and public announcements.

• Coordinate with nonprofit and volunteer partners to support staffing and community participation.

5.3 Signature Mid-Summer Festival Management

• Lead planning and coordination for the signature mid-summer festival, including the downhill or soapbox derby, concert, fireworks, and related family-friendly activities.

• Oversee logistics and readiness planning for the signature festival in coordination with the Track Manager, if separately engaged.

• Coordinate site layout and logistics for the derby and related activities in collaboration with Martinsville Speedway and other relevant entities.

• Work with local governments and public safety agencies to support a safe, family-oriented environment, including law enforcement presence, emergency coordination, and operational policies as appropriate.

5.4 Sponsorship, Funding, and Fiscal Coordination

• Support the Steering Committee and fiscal agent in pursuing and managing sponsorships, grants, and other funding opportunities, including regional foundations, tourism and economic development entities, and corporate partners.

• Assist with sponsorship coordination, fulfillment tracking, recognition, branding, and partner deliverables across the initiative.

• Coordinate with the designated fiscal agent on budget tracking, invoicing, and reporting.

5.5 Marketing, Communications, and Brand Consistency

• Support the Steering Committee and fiscal agent in pursuing and managing sponsorships, grants, and other funding opportunities, including regional foundations, tourism and economic development entities, and corporate partners.

• Assist with sponsorship coordination, fulfillment tracking, recognition, branding, and partner deliverables across the initiative.

• Coordinate with the designated fiscal agent on budget tracking, invoicing, and reporting.

5.6 Community Impact, Documentation, and Continuation

• Assist the Steering Committee in implementing a model to identify one or more nonprofit beneficiaries of event proceeds, including potential evaluation methods for partner events.

• Help define and track community impact metrics such as attendance, visitor spending, local business participation, volunteer engagement, and youth or STEM engagement.

• Maintain organized records of plans, contacts, contracts, sponsorships, event outcomes, and key decisions.

• Support post-event evaluation, documentation, and recommendations for future continuation of the initiative.

• Produce a comprehensive pass-down or playbook documenting processes, timelines, templates, and recommendations to support future annual events.

Illustrative Deliverables for Option A

Illustrative deliverables may include:

• Master work plan and milestone schedule.

• Governance and decision calendar.

• Partner engagement plan and communications matrix.

• Seasonal event master calendar.

• Sponsorship coordination tracker.

• Signature festival operations timeline and readiness checklist.

• Meeting agendas, status reports, post-event evaluation report, and post-event summary memorandum.

• Pass-down documentation or playbook for future years.

Option B: Track Manager (Event Consultant)

The Track Manager will provide technical event planning and production support, with emphasis on site logistics, event safety, operational planning, and festival execution. The selected proposer should bring experience managing public events involving multiple components such as live performance, youth activities, vehicular or gravity-race elements, and fireworks.

Core responsibilities are expected to include:

• Advise on the feasibility, layout, and operational requirements of the signature mid-summer festival.

• Develop site plans, load-in and load-out concepts, and event-flow recommendations.

• Support permitting, safety planning, and coordination with public safety agencies.

• Recommend vendor scopes for staging, audiovisual, barricades, sanitation, traffic control, fireworks, and related services.

• Advise on derby course design, barrier needs, participant flow, and race-day procedures.

• Support run-of-show development for the festival, concert, and fireworks components.

• Identify operational risks, contingency needs, and weather-related planning considerations.

• Assist with onsite event management during setup, event day, and breakdown.

• Contribute to after-action review and operational recommendations for future years.

Illustrative Deliverables for Option B

Illustrative deliverables may include:

• Site utilization plan and event footprint recommendations.

• Draft operations plan and event-day run-of-show.

• Safety and incident escalation framework.

• Vendor procurement scopes or specifications.

• Derby operations plan.

• Staffing and volunteer deployment recommendations.

• Onsite management support and post-event debrief memorandum.

6. Minimum Qualifications

Proposers should demonstrate the following, as applicable to the role proposed:

• Experience managing complex, multi-partner public initiatives, festivals, civic events, or comparable multi-event programs.

• Experience with event logistics, permitting, public safety coordination, vendor management, and operational planning, as applicable to the role proposed.

• Ability to work with local governments, chambers, tourism organizations, nonprofits, and private-sector sponsors.

• Strong project management systems, communication practices, timeline management, documentation, and reporting discipline.

• Experience with community engagement and partner coordination, ideally in rural or small-metro communities.

• Experience coordinating volunteer-supported events is preferred.

• Familiarity with downtown events, motorsports-related events, heritage celebrations, tourism, destination marketing, or family-friendly community festivals is preferred.

• Excellent written and verbal communication skills and the ability to work evenings and weekends as needed for meetings and key events.

7. Project Schedule

The working outline anticipates that organizational structure, detailed planning, and partner recruitment will begin in 2026, with full execution of the seasonal event series and signature mid-summer festival in 2027. Proposers should assume work may begin in late 2026 and continue through post-event reporting and closeout in 2027.

8. Proposal Requirements

1. Cover Letter Briefly introduce the individual, firm, consultant, or team; summarize interest in the assignment; and identify which role or roles are being proposed.

2. Firm or Consultant Profile Include legal name, address, primary contact, organizational background, and any relevant team structure.

3. Qualifications and Relevant Experience Provide an overview of relevant experience with similar projects and include at least two comparable initiatives or events, with the proposer’s role, scale of work, and outcomes.

4. Proposed Approach and Work Plan Describe the proposed approach for the requested role or roles, including work plan, planning methodology, timeline, partner engagement strategy, sponsorship support approach, documentation methods, and risk management practices.

5. Project Team Identify key personnel and include resumes or biographies for individuals who will be assigned to the work.

6. Deliverables and Timeline Provide a proposed deliverables list and key milestones aligned with the initiative schedule.

7. Fee Proposal Include pricing structure for each role proposed, including whether the pricing model is fixed fee, hourly, or hybrid; estimated level of effort by phase; assumptions regarding meetings, onsite days, travel, and subcontractors; and any reimbursable expenses or optional services.

8. References Provide at least three client references for comparable work, including contact information.

9. Required Disclosures Disclose any actual or potential conflicts of interest and confirm the proposer’s ability to meet applicable insurance, licensing, and legal requirements.

If proposing on both roles, respondents must include a separate scope narrative and fee breakdown for each role, along with a description of how responsibilities will be coordinated without duplication.

9. Evaluation Criteria

Proposals may be evaluated based on the following criteria:

• Demonstrated understanding of the initiative’s goals, community context, and public-facing mission.

• Relevant experience with comparable public events, festivals, or multi-organization initiatives.

• Strength, clarity, and feasibility of the proposed approach, deliverables, and work plan.

• Qualifications of assigned personnel.

• Capacity to support the project timeline and coordinate a complex multi-partner initiative on schedule and within budget.

• Cost-effectiveness, clarity of fee structure, and overall value.

• Quality of references.

• Ability to work collaboratively with a broad range of partners and stakeholders.

The Steering Committee may invite short-listed proposers to participate in an interview or presentation process.

Submissions will be evaluated as follows:

Evaluation Matrix

Category What to Look For Weight Raw Score (1- 5)

Weighted Score

Relevant project management experience

Experience leading multi-partner initiatives, festivals, or complex public-facing projects

Event planning and execution capacity

Ability to coordinate logistics, timelines, safety planning, and implementation for multiple events and a signature festival

Community partnership approach

Strength of plan for working with Race Teams, public agencies, nonprofits, sponsors, and local stakeholders

Understanding of initiative goals

Demonstrates clear understanding of the anniversaries, annual celebration vision, tourism/community goals, and family-friendly expectations

Work plan and deliverables

Quality of timeline, organization methods, reporting approach, and pass-down documentation plan

Communications and sponsorship support

Ability to support branding consistency, public messaging, sponsor coordination, and partner communication

Cost and value Reasonableness and clarity of fee structure relative to scope and capacity

Total 100

10. Coordination and Reporting Expectations

Selected contractor(s) will be expected to participate in regular coordination meetings with initiative leadership and maintain clear documentation of progress, decisions, action items, risks, and next steps. Communication should be collaborative, organized, and responsive, recognizing that the initiative involves multiple partner organizations and a public-facing community mission.

11. Insurance and Compliance

Selected contractor(s) may be required to provide proof of applicable business licensing, general liability insurance, workers’ compensation coverage as required by law, and any other standard contract compliance materials required by the issuing entity. If subcontractors are used, the proposer should identify them and describe how they will be managed.

12. Rights Reserved

The issuing organization reserves the right to reject any or all proposals, waive informalities, request clarifications, negotiate scope and fees, cancel this solicitation, or award one contract, multiple contracts, or no contract at all. Issuance of this RFP does not commit the organization to award a contract or to pay any costs incurred in the preparation of a proposal.

13. Submission Instructions

• RFP Release Date: October 15, 2026

• Proposal Due Date and Time: Open Until Filled, Proposal Review to Begin November 12,

• Submission Method: Electronic submission in PDF format to info@mhcchamber.com

• Recommended Subject Line: Proposal - Crew Chief / Track Manager RFP.

• Contact for Inquiries and Submission: Brenell Thomas – (276) 806-9486

Late submissions may not be considered. Questions regarding this RFP should be directed to the designated contact listed above.

14. Optional Attachments for Final Issuance

The issuing organization may choose to include one or more of the following attachments with the final RFP package:

• Initiative overview or concept paper.

• Preliminary planning timeline.

• Draft budget framework.

• Branding or messaging guidance, if available.

• Sample contract terms.