We need to develop the event strategy, creative concepts, program structure, and guest experience for two major VHWF signature events in 2027: A Serenade for Strength: Honoring Her Service | Healing Her Journey (March 2027) and the Honoring Our Heroes Gala (October 2027). A Serenade for Strength is an established event that in 2026 combined music and artistic performance, storytelling, education, recognition, a VIP experience, and community engagement. For 2027 we want to build on the strengths and identity of that program while creating a fresh experience that is emotionally powerful, mission-centered, memorable, financially responsible, and attractive to attendees, sponsors, donors, and community partners. The Honoring Our Heroes Gala should have its own distinctive concept and experience while remaining clearly connected to our mission. We are a small national 501(c)(3) without dedicated event-planning staff and need experienced support to determine theme and creative direction; program format and flow; venue requirements and selection criteria; guest and VIP experience; food and beverage approach; entertainment strategy; recognition and awards opportunities; sponsorship activation opportunities; and other elements that will distinguish each event. Both events should be more than successful social occasions; they should tell the VHWF story, deepen understanding of Veteran and military family health and wellness, create meaningful emotional connections to our mission, and inspire continued engagement and support.
We are seeking a pro bono consultant with senior-level experience in event strategy, production, experiential marketing, hospitality, or major nonprofit events to work directly with VHWF’s President and Chair to develop an actionable Event Strategy & Experience Plan for both 2027 signature events.
The consultant will:
* Develop a creative concept brief for each event defining theme, positioning, tone, desired audience experience, and core storytelling elements.
* Recommend program formats and flow, including performance/entertainment, storytelling, recognition, mission moments, VIP experiences, and audience engagement.
* Develop venue requirements and selection criteria, including capacity, staging/AV, accessibility, hospitality, and guest-experience considerations.
* Recommend guest, VIP, honoree, and sponsor experiences, along with food and beverage and entertainment approaches appropriate to each event.
* Identify meaningful recognition/awards concepts and sponsor activation opportunities that enhance rather than detract from the mission and guest experience.
* Recommend preliminary budget categories and key cost considerations to help VHWF balance quality, impact, and financial responsibility.
* Develop a high-level planning timeline identifying major decisions, milestones, vendor categories, and resources needed for successful execution.
Success will be two distinct but complementary event blueprints that VHWF leadership can use to move efficiently from concept to implementation. The consultant will not be expected to personally book or manage venues, entertainers, caterers, or other vendors.
