Description

Request for Proposals

Graphic Design Support – Contractor

Organization: Washington Health Care Association (WHCA)

Type of Work: Project-based, Event Marketing & Graphic Design Support

Location: Remote (U.S.A.)

Project Period: July 6, 2026 – September 16, 2026                

Estimated Effort: Approximately 80-120 hours over the project period with potential for extension

Compensation

Contractor shall propose either:

• An hourly rate and estimated project cost; or
• A flat project fee based on the scope outlined below.

WHCA anticipates a project budget in the range of $5,000–$8,000 for the Fall Conference scope described in this RFP. Proposals should include estimated hours, assumptions regarding the scope of work, and any factors that may affect pricing.

WHCA anticipates selecting the proposal that best balances experience, responsiveness, quality, and value.

This RFP is not an offer of employment. The selected individual or business will provide services as an independent contractor under a written contractor agreement. The selected contractor will be expected to maintain the confidentiality of WHCA information and materials, and all final work product, including editable Canva files, will become WHCA’s property.

Opportunity Background

Washington Health Care Association (WHCA), a nonprofit trade association serving assisted living and skilled nursing facilities throughout Washington state, seeks a contractor to provide graphic design support for an upcoming, multi-day, in-person conference.

WHCA hosts two such conferences each year, as well as other virtual and in-person events. This opportunity is specifically related to our September 13-16, 2026 Fall Conference, but ideally we would like to start an ongoing relationship with a contractor who would support this and similar projects in the future.

Project Details

• The contractor is expected to prepare a suite of design assets for print and/or digital display, while maintaining high-quality visual standards and cohesive branding that reflects the event theme.
• This is a high-volume, production-heavy project. Assets will include PowerPoint templates, informational brochures, posters, banners, and other signage, as well as promotional graphics for social media, web, and email. The estimated number of final assets is 40-50 (subject to change). However, the number of unique designs is much lower; many assets are duplicated with slight variations, such as matching posters that each feature a unique sponsor logo.
• Assets must be produced and stored in WHCA’s Canva team folder. It is expected that the contractor would make any substantial edits as requested, and that the shared Canva files would allow our internal team to make quick adjustments (such as swapping out a new sponsor logo) as needed.
• A preliminary list of assets to include timelines for production will be provided, but the contractor should expect to receive additional requests and/or changes to the original assets, such as dimension adjustments.
• Assets will have batched deadlines, as some will be needed for event promotions in early August and others will be needed for the event itself.
• For the period of August 26 – September 13, which leads up to our final print deadlines, the contractor will need to be able to respond to project needs quickly. We are a remote-first team and will work with you to determine the best methods and cadence of communication, whether by email, phone, Teams/Zoom, or text.
   

Application Instructions

If you would like to be considered for this opportunity, please submit your resume/CV and either 3-5 samples of your design work or a link to your portfolio to kristenhintz@whca.org with the subject line, “Graphic Design Support”.

Proposal Requirements

Please include:

• Hourly rate OR total proposed project fee
• Estimated hours
• Specify how many rounds of revisions are included in the fee, and how additional revisions will be billed
• Availability between August 26 and September 13

Please include a cover letter and tell us:

• Whether you have experience in logo creation or other graphic design skills that we might consider in extending this opportunity beyond this initial project
• Your approach to using AI in your design work while ensuring originality, confidentiality, and ownership of the final product
• Any personal connection you may have to our mission and commitment to individuals residing in long-term care facilities and the people who care for them

Proposals must be submitted by Thursday, July 2.

Preliminary Deliverables Schedule

A preliminary production schedule is included with this RFP to assist contractors in estimating project scope and pricing. The selected contractor will receive updated schedules and deliverable priorities as event planning progresses. Contractors should be prepared for reasonable adjustments to timelines and deliverables.

Event Branding/Elements

Estimated quantity: 5-10

First draft due: July 13

Final draft due: July 17

PPT Templates

Estimated quantity: 2

First draft due: July 17

Final draft due: July 22

Marketing/Promotional Graphics

Estimated quantity: 10

First draft due: July 20

Final draft due: July 24

Initial Print Signage Package (posters, table tents, directional signage, etc.)

Estimated quantity: 20-30

First draft due: August 21

Final draft due: August 28

Rapid Revisions, Additional Signage as needed

Estimated quantity: 10

First draft due: August 31

Final draft due: Sept 7