Third-Party Nonprofit Management Services for Lakeview Orchestra

1. Overview

Lakeview Orchestra, a volunteer-driven symphonic orchestra based in Chicago, IL, is seeking a mission-aligned nonprofit partner to provide light-touch operational management services through a competitive contract. This Request for Proposals (RFP) outlines the scope of services needed, desired qualifications, and application process.

2. About Lakeview Orchestra

Founded in 2013, Lakeview Orchestra is recognized as one of Chicago's premier non-professional orchestras. We present five core concerts per season with a vibrant volunteer musician base, offering innovative, accessible symphonic programming. Lakeview has a strong and engaged board of directors, a healthy operating reserve, and a loyal base of supporters.

3. Objective

Lakeview Orchestra is exploring a new administrative model to support its next chapter of growth and sustainability. Rather than hiring a single part-time General Manager, we seek to partner with a mission-aligned nonprofit that can provide distributed operational support through a team-based approach.

This arrangement would involve a flat-rate contract, with responsibilities shared across the partner organization’s staff according to their strengths. We believe this structure offers greater stability, efficiency, and continuity as invest in our long-term capacity.

4. Scope of Services

The scope of work is structured to be manageable and scalable, and can be tailored to fit the partner organization’s existing systems and staffing. Core services include the following functional areas:

Communications & Marketing

• Act as front-line communicator with patrons and external partners
• Manage an annual communications plan to drive ticket sales and engagement
• Develop and oversee materials to support orchestra events (e.g. flyers, ads, posters, programs, web and social media content, email communications)

Fundraising Operations

• Support annual fundraising campaigns (major gifts, annual fund, peer-to-peer, program ads, sponsorships, grants) in conjunction with the organization's development committee
• Facilitate donor stewardship (acknowledgments, reports, events, board member engagement)
• Serve as primary administrator of NeonCRM, ensuring accurate data and recordkeeping

Administration and Financial Management

• Serve as bookkeeper; provide regular financial reports to the board using QuickBooks
• Manage contracts and financial obligations to ensure compliance and timely payment
• Assist in creating the annual operating budget
• Assist Board Treasurer with general administration, including government filings, insurance, and audit preparation

Concert, Rehearsal, and Audition Production Support

• Serve as liaison with rehearsal and performance and rehearsal venues; handle scheduling and logistical needs
• Coordinate annual auditions and musician hiring (volunteers, subs, guests), in collaboration with Artistic Director
• Via email and intranet site, distribute rehearsal schedules and sheet music; communicate with orchestra leadership and musicians
• Manage setup/strike of equipment for rehearsals and concerts (chairs, stands, risers)

5. Contract and Budget

The selected organization will enter into a 12-month contract for a flat monthly fee starting at $1,800 (final amount to be determined based on scope). Services are expected to begin in Fall 2025. The contract may be renewed annually upon mutual agreement and satisfactory performance. A 3-month trial period may be included.

6. Proposal Requirements

Interested nonprofit organizations should submit a proposal including:

• Organization overview and relevant experience
• Key staff who would contribute and their roles
• Description of how the work would be managed and delivered
• Two references from vendors/partners

7. Submission Process

Please submit proposals electronically to apply+generalmanager@lakevieworchestra.org no later than August 22, 2025. Questions may also be directed to the same address.

8. Evaluation Criteria

Proposals will be evaluated based on the following:

• Organizational alignment with Lakeview’s mission
• Strength and relevance of proposed staff
• Demonstrated ability to manage the outlined scope of services
• Cost-effectiveness and feasibility
• References