RFP: Project Manager and Event Consultant for Martinsville Speedway 80th Anniversary Race Season

Martinsville Speedway, Henry County, and partnering organizations are soliciting proposals for outside professional assistance on the 2027 season of the Martinsville Speedway 80th Anniversary celebration, with proposal review beginning November 12, 2026. The opportunity is open until filled, and late submissions may not be considered. Proposals are submitted electronically as PDF to info@mhcchamber.com. The solicitation names no set-aside, preference program, or local-vendor requirement.

Respondents may bid on one or both roles: Crew Chief (Project Manager), covering overall planning, timeline and partner coordination, signature festival management, sponsorship and funding coordination, marketing and communications support, and community impact documentation; and Track Manager (Event Consultant), covering technical event planning, site logistics, event safety, operational planning, and festival execution. Each role proposed requires distinct staffing, scope, deliverables, and pricing. Minimum qualifications include experience managing complex multi-partner public initiatives, event logistics, permitting, public safety coordination, vendor management, and community engagement. Preferred experience includes downtown events, motorsports, heritage celebrations, or family-friendly community festivals. Selected contractors may be required to provide proof of business licensing, general liability insurance, and workers' compensation coverage.

The anticipated total budget is $345,000 over an 18-month term running from late 2026 through 2027 closeout. Compensation is respondent-proposed and may be fixed-fee, hourly, or hybrid, with stated assumptions for labor, overhead, travel, onsite days, meetings, and subcontractors. Reimbursable expenses must be identified with governing policies, and optional services may be priced separately.

Evaluation weights are relevant project management experience (25 percent), event planning and execution capacity (20 percent), community partnership approach (15 percent), understanding of initiative goals (15 percent), work plan and deliverables (10 percent), communications and sponsorship support (10 percent), and cost and value (5 percent).