Request for Proposals (RFP)
Consulting Services – Cultural District Manager
Town of Belchertown, Massachusetts
RFP Issue Date: July 1, 2026
Proposal Due Date: July 20, 2026
Contract Amount: Not to Exceed $13,000
1. Introduction
The Town of Belchertown is soliciting proposals for a Cultural District Manager, who will take a
lead role in the designation and ongoing management of a local Cultural District. Specifically,
this role will assist with the completion and submittal of the Cultural District designation
application; provide administrative oversight for the Cultural District operations, if approved,
and the Creative Economy Committee that manages it; collaborate in the production of large
annual community events; oversee marketing communications for activities occurring within
the Cultural District; raise funds to ensure continued support for programs, marketing, and
staffing; partner with town departments and community groups to implement cultural
programs; support local economic development through cultural activities; and ensure activities
are responsive to Cultural District mission and economic development goals. The Cultural
District Manager will work with support and guidance from the Community and Economic
Development Planner, and regularly convene with town leadership, members of the Creative
Economy Committee, and other stakeholders in the process.
The consultant services sought are outlined in detail in the Scope of Services below. This role is
expected to be part-time and run throughout 2026, with $13,000 in total project compensation.
Proposals must remain valid until the award date of the contract for services herein sought. The
Town of Belchertown shall be the Awarding and Contracting Authority. The Town may cancel
this RFP, in whole or in part, at any time whenever such an act is deemed in its best interest.
The Town will not be responsible for any costs incurred by a proposer in preparing and
submitting a proposal in response to this RFP. Proposals must be submitted no later than 4:00
PM on July 20, 2026.
Applicants should send proposals with a letter of interest detailing fit and related experience
with the scope below, up to three past work examples, and an estimate for their consultant
fees. Send proposals to Steven J. Williams, Town Manager, at SWilliams@belchertown.org.
2. Background
The Belchertown Cultural District is applying to be a designated cultural destination that
celebrates the Town's arts, history, heritage, creative economy, and community identity. The
proposed District seeks to strengthen economic vitality by supporting arts and cultural
programming, increasing visitation, promoting local businesses, and fostering partnerships
among artists, residents, organizations, and municipal departments.
The Town seeks a consultant with demonstrated experience in arts administration, community
engagement, project management, event coordination, communications, and grant
administration.
3. Scope of Services
The selected consultant will work under the direction of the Town's designated representative
and in collaboration with the Creative Economy Committee. Responsibilities may include, but
are not limited to:
Town of Belchertown Creative Economy and Project Management Support, Marketing Design
and Support for Human Service Departments
Scope of Services: The contractor will provide coordinated support across the following areas:
A. Marketing and Communications as the Belchertown Creative Economy for the Cultural
District
• Maintain and continue to develop and grow social media presence
• Develop and implement marketing strategies and content for departments/organizations
related to the Cultural District (ex. Senior Center and Rec Department)
• Coordinate content, messaging and outreach across platforms
• Track metrics and analytics to inform programming, posting, and community
engagement
• Press relations, media outreach, and public relations support
• Participate in Radically Rural events and conferences
B. General Project Management as needed by the Belchertown Creative Economy and/or
Cultural District for their Creative Economy Initiatives
• Timeline and workflow coordination across initiatives
• Coordination with town staff, departments and other related committees and groups
• Reporting and progress tracking
• Develop and implement marketing strategies and content for related projects and
initiatives (pre/post), such as Gather, Lake Wallace Fall Fest, and Summit Workshop
• Project manage or support emergent public art or cultural events within Cultural District,
as fits budget, capacity, and priorities
• Take a lead role in promotion of local cultural activities organized or produced by
departments or organizations within the cultural district
4. Deliverables
The selected consultant shall provide:
• Monthly progress reports
• Marketing and outreach materials
• Coordination of Cultural District events and initiatives
• Grant support documentation, as applicable
• Final annual report summarizing accomplishments, outcomes, recommendations, and next
steps
5. Contract Term
The anticipated contract period is:
Start Date: August 1, 2026
End Date: December 31, 2026
The Town reserves the option to extend the agreement based upon funding availability and
satisfactory performance.
6. Budget
The total contract amount shall not exceed $13,000, inclusive of:
• Professional services
• Administrative costs
• Local travel
• Communications
• Materials
• All other project-related expenses
Payments will be made according to an agreed-upon schedule based on completed
deliverables.
7. Minimum Qualifications
Applicants should demonstrate experience in one or more of the following:
• Arts and cultural management
• Community engagement
• Event planning and coordination
• Project management
• Municipal or nonprofit administration
• Grant writing and grant management
• Marketing and communications
• Economic development or placemaking initiatives
Experience working with Massachusetts municipalities, nonprofit organizations, or designated
Cultural Districts is preferred.
8. Proposal Requirements
Proposals shall include:
A. Cover Letter
Including:
• Name of consultant or firm
• Primary contact information
• Statement of interest
• Availability
B. Qualifications
Include:
• Relevant experience
• Description of similar projects
• Resume(s) of key personnel
C. Project Approach
Describe your proposed approach for:
• Supporting Creative Economy Committee operations
• Community engagement
• Marketing and communications
• Event coordination
• Project management
D. References
Provide at least three professional references for similar consulting engagements.
E. Cost Proposal
Include:
• Total contract amount
• Proposed payment schedule
• Hourly rate
• Estimated hours
• Any reimbursable expenses
9. Evaluation Criteria
Proposals will be evaluated using the following criteria:
Evaluation Criteria
Weight
Relevant experience and qualifications
30%
Understanding of the Creative Economy Committee mission 25%
Proposed work plan and project approach
25%
Cost proposal
15%
References
5%
10. Submission Instructions
Submit one electronic PDF proposal to:
Town of Belchertown
Attn: Steven J. Williams
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
