2025 Greenway Fitness Program Request For Proposals 

Thank you for your interest in The Greenway Fitness Program! The Greenway Conservancy is dedicated to working with partners to provide free fitness classes, activate the park, and keep our community healthy.

Responses to this RFP are due by Tuesday, February 18, 2025 at 11:59 p.m. EST.

*Returning partners: Please read everything carefully as some details from previous years have changed including season length and payment structure for pop up classes. If accepted, attending the Greenway Fitness Orientation is also required for all returning and new partners this year due to these new changes.

Overview of The Greenway and Greenway Conservancy

The Rose Fitzgerald Kennedy Greenway is a contemporary public park in the heart of Boston and welcomes millions of visitors annually to gather, play, unwind, and explore. The Greenway Conservancy is the non-profit responsible for the management and care of The Greenway. The majority of the public park’s annual budget is generously provided by private sources. 


The Greenway Conservancy envisions a vibrant, inclusive, and evolving gathering place that offers

  • healthy green space, 

  • fun, engaging, and thought-provoking experiences, and 

  • a testing ground for new ideas. 


We pursue our mission through

  • park care that sustains year-round beauty, ensures safety, and models environmental stewardship;

  • robust programming that showcases and supports the ingenuity and breadth of our community; 

  • temporary exhibitions of contemporary public art that facilitate artistic experimentation and speak to our current moment;

  • raising the standard of excellence for urban park management.


The Rose Fitzgerald Kennedy Greenway is a public park, and the Conservancy strives to make The Greenway and the Conservancy more diverse, equitable, and inclusive through every aspect of our work.


Overview of The Greenway Fitness Program

The Greenway Fitness Program is headed into its 11th season and will feature talented fitness professionals and small business owners who share the goal of providing high quality, free fitness classes to the public. In 2024, The Greenway Fitness Program hosted more than 190 classes run by 21 different community partners that spanned the length of The Greenway and ranged from HIIT to yoga, to parkour to kickboxing, and more. We strive to create an open and welcoming outdoor space that provides the public with essential opportunities to nurture their mental and physical health and social well-being. 

Through the process of continually reviewing its programmatic practices, the Conservancy has prioritized the importance of paying fitness partners as a necessary step towards a more engaging and equitable program. This year, we are excited to continue providing financial support for fitness partners in The Greenway Fitness Program at a rate of $100-$150/class depending on the final season schedule! 

The Conservancy is seeking fitness instructors that are looking to host morning, afternoon, or evening classes during the week or weekend that are free and open to the public between May and October of 2025. We strive to offer the community a wide range of fitness options, class times, and workout styles. We hope to create meaningful partnerships with fitness businesses and to support the growth of fitness partners. 

Our Request for Proposals (RFP) process helps streamline the requests we get and creates a clear schedule of high-quality classes for the public. We look forward to another great season in 2025!

Goals of The Greenway Fitness Program

  • Support small, local, and diverse businesses

  • Offer an array of fitness opportunities for all bodies

  • Create an environment of healthy living on The Greenway

  • Be a testing ground for new ideas

Fitness Program Expectations

Fitness partners will be expected to perform the following responsibilities:

  • Abide by The Greenway park rules and regulations

  • Attend a pre-season virtual orientation session on Wednesday, April 30, 2025 at 1 p.m. EST to discuss park logistics, updates to the program, and meet other fitness instructors in The Greenway Fitness Program (mandatory for all new and returning partners due to changes to the Fitness Program)

  • Host quality classes that are each a minimum of 45 minutes long

  • Collaborate with the Conservancy to determine when classes will be canceled or postponed due to weather or emergent circumstances, and communicate these changes through their channels such as social media platforms and websites

  • Collaborate with the Conservancy in marketing their classes through their respective social media channels

  • Alternate locations/rotate on lawns within permitted area to prevent lawn damage

  • Put up a Conservancy provided fitness sign at every class, which will act as your permit for the season 

  • Submit attendance numbers for each class by the 5th of the following month to fitness@rosekennedygreenway.org

  • Submit participant email information (if collected) at the end of each month

  • Provide Certificates of Insurance that list the Conservancy, MassDOT, and the City of Boston as additionally insured

  • Distribute and collect waivers at each class


The Conservancy will perform the following responsibilities: 


  • Lead event permitting efforts with the City of Boston, if needed

  • Consult on and approve class location, equipment, materials, and infrastructure plans

  • Consult on and approve load-in, class logistics, and load-out activities

  • Provide a Conservancy point of contact throughout program planning and on-call staff to assist with and troubleshoot day-of logistics

  • Collaborate on weather decisions for class cancellation/rescheduling

  • Host a pre-season virtual orientation session

  • Produce and supply a Greenway fitness sign

  • Promote the Greenway Fitness Program through Conservancy communication channels such as website, newsletters, and social media (more information provided below)

2025 Greenway Fitness Fair

To kickoff the 2025 Fitness Season, we will be hosting our second annual Fitness Fair on Saturday, May 17. This year, it will be in conjunction with our annual Food Truck Festival (5,000+ annual attendance) and weekend Artisan Market (6,000+ weekly visitors). The purpose of the Fitness Fair is for instructors to showcase their classes and business for the season as well as recruit participants for their classes. Participation is completely optional. Details are as follows:

  • When: Saturday, May 17, 2025, 10 a.m. -2 p.m. Instructors are not required to stay the whole time.

  • Where: Wharf District at Milk Street and Atlantic Avenue on The Greenway

  • Features: Fitness partner tabling, fitness classes, lawn games, face painting, food trucks, artisan vendors, and more! A select number of instructors will be paid to teach classes during the event for people to try out.


More details about the event and how to participate will be sent out at a later date. 

Season Schedule Options

The Greenway Conservancy is looking to work with fitness partners who can commit to one of the following season options.


Full Season: 

May - October 2025

(20 weeks,

2 rain dates)

Half Season 1: May - July 2025

(10 weeks, 

1 rain date)

Half Season 2:

July - October 2025

(10 weeks,

 1 rain date)

Pop-Up Class: 1-4 classes, 

1 rain date


Regular

Class Schedule

May 19 - October 5

May 19 - July 27

July 28 - October 5

1-4 classes from May 19 - October 5


Rain Date Schedule 

October 6 - October 19

July 28 - August 3

October 6 - October 12

Week after scheduled final class

2025 Fitness RFP Timeline: 

  • Tuesday, January 21, 2025: RFP distributed and posted on Conservancy website

  • Friday, January 31, 2025: Clarifying questions due via email to fitness@rosekennedygreenway.org by 5 p.m. EST

  • Wednesday, February 5, 2025: Questions & Answers posted on Conservancy website

  • Tuesday, February 18, 2025: RFP submissions due by 11:59 p.m. EST

  • February 24 - March 7, 2025: Interviews for new class proposals

  • Friday, March 21, 2025: Locations and schedules awarded

Post-RFP Process Schedule

  • Early-April 2025: Contract execution

  • Wednesday, April 30, 2025, at 1 p.m. EST: Mandatory virtual orientation for all new and returning partners

  • Saturday, May 17, 2025, 10 a.m. - 2 p.m.: Greenway Fitness Fair!

  • Monday, May 19, 2025: Full Season and Half Season 1 classes begin

  • Monday, July 28, 2025: Half Season 2 classes begin

Criteria for Selection

Please note that based on the budget for this program, there is a fixed number of paid slots that we can offer to partners.

Fitness partners will be chosen based on:

  • High-quality class offerings from instructors with a track-record of success

  • Building a consistent schedule that highlights small, local, and diverse businesses

  • Providing an array of fitness opportunities for all bodies and interests

  • Presence of new or unique offerings

  • Demonstration of strong and active communication skills, including strong online presence and enthusiasm for marketing through their own channels

If you would like to be part of the Fitness Program but do not have specific information like dates or ideal location, please still fill out the RFP by the due date and indicate the areas you’d like to discuss. The specifics of fitness offerings will be discussed in the interview. 

Payment

Fitness partners will be paid at a rate of $100 - $150 per class based on the final season schedule. If a class is canceled due to inclement weather, we will look to reschedule the class in the rain date week(s). For classes cancelled due to weather, full season classes will have two rain dates and half season and pop-up classes will have one rain date. Additional classes that are cancelled due to weather and cannot be rescheduled with a rain date will be paid at 50% of the stated rate. The rain date schedule is detailed in the table above.


For classes that the fitness partner cancels due to reasons that are not weather-related (e.g., can't find a substitute, going on vacation, etc.), the organization will not be paid for said class. All classes must be offered to the public free of charge.


Classes will not be held on the following public holidays: Memorial Day, Juneteenth, Independence Day, Labor Day, and Indigenous Peoples’ Day. Weekly classes that would normally fall on these days will be cancelled and the Organization will not receive payment for the class(es). If you would like to discuss hosting a class on a holiday, please indicate this in your RFP application and/or reach out to fitness@rosekennedygreenway.org at least 2 weeks prior to the scheduled holiday.


Full Season and Half Season Classes:

The Conservancy will pay Full Season and Half Season fitness partners in two installments. The first installment will be a 50% deposit following the signing of the MOU. The second installment will be paid at the conclusion of the fitness partner's final class of their season and will reflect the final balance based on any cancellations. Please note that payments can take up to 3 weeks to process.


Pop-Up Classes:

Full payment for fitness partners hosting pop-up classes will be paid at the conclusion of their final pop-up class of the season and will reflect any class cancellations. Please note that payments can take up to 3 weeks to process.


Permits:

Any class utilizing Greenway power and/or larger amplified music setups to provide instruction (such as a dance-based class) will be covered under the Greenway Conservancy's Entertainment License which is required by the City of Boston. This permit will be provided to fitness partners at no cost.


Materials:

Please note that fitness partners are responsible for bringing their own equipment onsite and vehicles are not permitted on The Greenway. Access to Greenway power must be approved and coordinated with the Conservancy prior to the season start date and is only available in certain park locations. Partners are encouraged to use wireless speakers and headsets whenever possible.


Sponsorship:

The Greenway Fitness Program receives support from Blue Cross Blue Shield of Massachusetts (BCBS). BCBS will receive recognition in print collateral and press releases. They may be on-site for sampling/promotion events but only with advance permission of the Conservancy and class organizer(s). Please note that fitness partners may identify their own class sponsors, but in the event of on-site presence (e.g. tabling, signage, giveaways, branded "street teams"), written permission from the Conservancy is required and additional fees will apply.


Marketing

Marketing of the Fitness Program is a joint effort between the Conservancy and fitness partners. The Conservancy will utilize our communication channels such as our website, email newsletters, and social media to provide:

  • A press release featuring information on the 2025 Fitness Season and fitness partners (2024 Example)

  • Regular marketing about the 2025 Fitness Season to our social media audience of 44K and email newsletter audience of 34K, including: 

    • Multiple posts about the overall Greenway Fitness Program on our Instagram and Facebook accounts during the season, including select partner spotlights

    • Class cancellations posted on Conservancy website and Instagram stories, with appropriate notice from partner

    • Reposting of fitness partners’ social media posts/Instagram stories if Conservancy Instagram and Facebook accounts are tagged @rosekennedygreenway

    • Additional social media coverage of classes by Conservancy staff, as available

    • Coordination of a professional photographer

  • Inclusion of all fitness events and classes on our website calendar

Additional Information on RFP Selection

The Conservancy reserves the right to reject any or all responses if it determines that such action is in the best interest of the Conservancy. The Conservancy reserves the right to modify, suspend or cancel any procurement at any time at its sole discretion. Responses which do not meet basic

requirements or those which fail to meet minimum standards on any single evaluation criteria may be disqualified. Examples of basic requirements that the Respondent must meet:

  • submission of all information, materials and documents required by this RFP

  • demonstration of qualification and certification requirements outlined in this RFP

  • sufficient staff and/or vendors, facilities and equipment


In addition, the Conservancy may reject any response that contains contingencies, additions not

called for, omissions, errors, or irregularities of any kind; provided, however, that the Conservancy

reserves the right to waive any and all informalities or minor irregularities, including without limitation receipt of any omitted materials or information subsequent to submission.


The Conservancy will have no obligation to treat any information submitted to it in response as

proprietary or confidential, and information submitted to the Conservancy may be subject to

disclosure pursuant to the Massachusetts Public Records Law. The Conservancy will have the right to use all or portions of the Respondent’s submittal and accompanying information as it considers necessary or desirable in connection with the project in question. By the submission of the required information and materials, the Respondent grants to the Conservancy an unrestricted license to use such information and materials in connection with such project.


After receipt of proposals, the Conservancy may, at its discretion, interview one or more Respondents, during which time such Respondent will have the opportunity to present its proposal and respond to questions; no statement by a Conservancy employee at any such interview is binding on the Conservancy. The Conservancy reserves the right to award final agreements on the basis of initial offers received, without discussions or requests for best and final offers. Selection of a Respondent does not imply that every element of that proposal has been accepted.


The Respondent’s proposal in response to this RFP will be incorporated into a final agreement between the Conservancy and the selected Respondent(s). If a Respondent is selected but proves unable to meet requirements necessary for contract signing, the Conservancy reserves the right to select another Respondent as a replacement. Respondents not selected within this RFP process may be engaged for future opportunities that arise.


The Conservancy will not be responsible under any circumstances for any costs incurred by any

Respondents to this RFP.

Application:

Contact Information









Business Information







Business Website and Social Media




Class Information





Program Details




Program Day and Hours: Please specify your desired program day and hours. 

Which day of the week would you like to host your class?







Program Marketing





Program Logistics

Locations: We are interested in creating a robust fitness schedule with varied offerings in every area of the park. The following locations are available for the 2025 Greenway Fitness season. 

Please note that Options 5 and 8 have both plaza (hard surface) and lawn space available for classes. For programs using lawn space, you will be required to alternate class locations within your designated lawn between "Rotation A" and "Rotation B" spaces to minimize wear and tear on our grass.

  1. Parcel 8 - North End: Cross Street & Salem Street
  2. Parcel 10 - North End: Cross Street & North Street
  3. Parcel 15 - Rings Fountain: Atlantic Avenue & Milk Street (Half Season 2 Classes Only)
  4. Parcel 16 - The Wharf District: Atlantic Avenue & India Street
  5. Parcel 17 - Rowes Wharf Plaza/Lawn: Atlantic Avenue & High Street
  6. Parcel 19 - Fort Point Channel: Atlantic Avenue & Pearl Street
  7. Parcel 21 - Fort Point Channel: Atlantic Avenue & Congress Street
  8. Parcel 22 - Dewey Square: Atlantic Avenue & Summer Street
  9. Parcel 23 - Chin Park: Surface Road & Beach Street
Please choose a different location for each choice:






*Access to Greenway power must be approved and coordinated with the Conservancy prior to the season start date and is only available in certain park locations. Partners are encouraged to use wireless speakers and headsets whenever possible. 
**Any class utilizing portable speakers and/or larger amplified music setups to provide instruction (such as a dance-based class) will be covered under the Conservancy's Entertainment License at no charge.
***Please note that fitness partners are responsible for bringing their own equipment onsite and any tents utilized will require tent weights provided by the fitness partner.
****All partners are required to put up a Conservancy provided fitness sign at every class, which will act as your permit for the season. Fitness signs must be taken home after each class by the instructor and brought back to the park prior to each class. 
*****Please note that vehicles are not permitted on The Greenway.