Request for Proposals

Deadline for Submission: Submission review and interviews to begin immediately, with proposals accepted until March 20, 2026

Program Management Contractor: Nature Writing Weekend Retreat

Period of Engagement: March through October 2026

Dates of Program: August 7 through 9, 2026

Location: Yale Camp, Great Mountain Forest, Falls Village, Connecticut

Background: Great Mountain Forest (GMF) is piloting a weekend nature writing workshop centered on the legacy of Hal Borland and contemporary approaches to writing about nature, ecology, and place. The workshop will include up to 50 participants, with 10 sessions delivered in two simultaneous tracks, plus select outdoor/field-based programming.

Project Goal: Hire a contractor to manage and execute end-to-end coordination of program development, logistics, marketing, participant communications, and onsite operations to ensure a high-quality participant and instructor experience.

Scope of Work: The contractor will serve as the primary project manager and operations lead and will be expected to both coordinate and execute tasks needed for delivery, including:

• Faculty recruitment coordination, scheduling, agreements, and travel planning support
• Development of program schedule, run-of-show, instructor packet, and session grid
• Marketing coordination, including content development and outreach (GMF supports social execution)
• Attendee communications and logistics (packing list, schedule, lodging options, FAQs)
• Catering coordination and headcount management
• Onsite operations management for the full weekend
• Post-workshop digital resource/journal production support (online compilation)

GMF staff and volunteers will support in limited capacity:

• Instructor recruitment and approvals
• Registration setup and advertising support
• Onsite materials staging and logistical support
• Guided field sessions in the forest
• Preparation of program materials

Deliverables:

• Final program schedule + run-of-show
• Instructor roster + session descriptions + bios
• Marketing copy + outreach/recruitment plan and calendar
• Attendee communications + logistics packet
• Onsite staffing plan and materials checklist
• Post-program evaluation summary + link to online resource

Timeline:

Work begins immediately, with major milestones:

• Faculty and schedule substantially confirmed in April
• Registration and marketing active April–July
• Final logistics completed in July
• Program delivered Aug 7–9, 2026
• Wrap/report + online resource published in Oct 2026

Compensation:

GMF anticipates a fixed-fee contract in the range of $7,000 (negotiable depending on scope and experience).