Consultant: Visitor Experience

Visitor ServicesPosted On January 7, 2025 The Arboretum Foundation seeks an interpretive planning and public engagement consultant who canfacilitate conversations with stakeholders and community members to explore and connect the narrativethreads of the visitor experience, both current and possible, across the full breadth of the Arboretumand Botanic Gardens.Stakeholders include the staff and leadership of the Arboretum Foundation, UW Botanic Gardens, andSeattle Parks and Recreation. The consultant will also work with the Arboretum's Tribal AdvisoryCommittee and representatives from the Japanese-American community, Northwest HorticulturalSociety, and Seattle Garden Club. Community focus groups will include representatives from nearneighborhoods, as well as Arboretum Foundation volunteers and donors.The interpretative strategy will be a narrative overlay on the existing and future Arboretum and BotanicGardens, including the yet-to-be-realized 28 acres near Montlake. It will not include schematic design,visitor management, or other detailed elements. Instead, it will focus on the themes, mediums andstories of the plants and people who share these spaces.These conversations will inform strategic communications, branding and working priorities for theArboretum and Botanic Gardens as they move through an initial phase of consolidating operations,which will be followed by more rigorous strategic and interpretive planning. Desired outcomes from thisinitial process are focused on building stakeholder engagement and community around the collections ofthe Arboretum and Botanic Gardens and to create a narrative framework for exploring andunderstanding the remarkable diversity of plants nurtured in these spaces. About Us Working in partnership with the University of Washington Botanic Gardens and Seattle Parks and Recreation, the Arboretum Foundation has provided stewardship and financial support for the Washington ParkArboretum since 1935. A nonprofit organization, the Foundation raises funds, advocates, and managesmembership and volunteer programs for the Arboretum. Since 2016, the Foundation has managedfundraising, cultural programing, and volunteer recruitment for the Seattle Japanese Garden at the southend of the Arboretum as well. Duties & Responsibilities Specifically, the Consultant will: Review existing and proposed programming at Arboretum Foundation and UWBG Facilitate a series of 6-8 stakeholder meetings and discussions, as well as stakeholder interviews. Organize and facilitate a meeting for Arboretum Foundation and UWBG board and staff leadership(currently scheduled for February 19) Gather, record, document and present data and information obtained from meetings,discussions, surveys and interviews. Facilitate the review, discussion and analysis by the AF/UWBG Project Team (comprised of boardand staff leadership) of stakeholder input and information. Prepare a record of all facilitated discussions/decisions and submit to AF/UWBG Project Team. Develop recommendations for interpretation at the Arboretum and Botanic Gardens that includethemes and storylines enhancing visitor experience and promoting a connection to the plantsand natural history of the Arboretum and Botanic Gardens. Develop an Experience Map, a conceptual diagram depicting the combined Arboretum andBotanic Gardens site, showing the interrelationships among the physical and programmaticinfrastructure proposed through the consolidation process. Produce a draft report that, at a minimum, includes an overview of the process, outcomes andrecommended interpretive themes, story lines and visitor experience maps. Review report withand incorporate the consensus edits of the AF/UWBG Project Team, and prepare a final report tobe delivered to the AF/UWBG Project Team. Education and Experience Qualified applicants must have at least five years of experience developing interpretive plans and publicengagement strategies that include interpretive experience objectives, programs, exhibits, tours, signageand materials for parks, gardens, museums and similar public spaces. Applicants should havedemonstrated track-record of working with small to midsize nonprofits (under $10 million annualbudget). A summary of capabilities and experience must accompany the proposal, along with a list ofreferences related to such experience and a summary of qualifications for key stafffor the project. Additional Information The priority for this strategic planning process is stakeholder engagement, with the goal of building andarticulating a common narrative and stories for the AF/UWBG as it looks to launch a consolidated entity.Following a period of operational consolidation, the Arboretum Foundation will then embark upon amore detailed program and interpretive planning process. The scope of this RFP covers the initialstakeholder engagement and theme development. The total budget available for this project is $30,000-$40,000, including any travel or workshopexpenses. Application Instructions If interested, please email the following to Elizabeth Lunney ( ): Letter of interest, identifying prime firm and any subconsultants; location contact information forteam; confirmation that they are available and willing to do the work between February andJune 2025; and contact information for up to three references (1-2 pages) Description of Consultant's approach and methodology. This section should convey Consultant'sunderstanding of the proposed project (2-4 pages) Deliverables and Logistics (6-8 pages) Workplan and Timeline - Include all project requirements and the proposed tasks,services, activities, etc. necessary to accomplish the project as defined in this RFP. Project Schedule - Indicate when elements of the project will be complete, includingdeliverables. Outcomes and Performance Measurement - Describe the impacts/outcomes theConsultant proposes to achieve, including how these outcomes would be monitored,measured and reported to the Arboretum Foundation. Proposed fee structure including the anticipated number of hours needed Team Qualifications and Experience (up to 10 pages)Brief background on the consultant(s) or firm(s), including project team structure, ifapplicable, and qualifications of individual(s) who will be working on this project. Description of experience with other nonprofit organizations on similar projects 2-3 references for relevant projects/partnerships Appendix (up to 10 pages) Space allowed for detailed resumes, project cut sheets or firm profile, as needed Questions:For any questions on this process or this RFP, please contact Elizabeth Lunney, Interim Executive Directorat #J-18808-Ljbffr

Created: 2025-01-14