RFP: Event Planner – ANEDO 2024
Press Release
Request For Proposals
Event Planner – ANEDO 2024
1.0 SUMMARY OF WORK
The Anishinabek Nation (AN) is seeking an Event Planner to support the planning, development, and execution of the second annual Economic Development Opportunities Forum at Casino Rama October 21-23, 2024
2.0 CORPORATE OVERVIEW
The Anishinabek Nation (AN) incorporated the Union of Ontario Indians as its secretariat in 1949. The Anishinabek Nation is a political advocate for 39 First Nations throughout the province of Ontario from Golden Lake in the east, Sarnia in the south, Thunder Bay and Lake Nipigon in the North. The 39 First Nations have an approximate combined population of 65,000 citizens. The AN has four strategic regional areas, Southwest, Southeast, Lake Huron and Northern Superior. Each region is represented by a Regional Deputy Grand Council Chief.
The AN has its head office located on Nipissing First Nation, just outside of North Bay, Ontario and has satellite offices in Fort William First Nation, Curve Lake First Nation, Munsee-Delaware Nation, Garden River First Nation, Thunder Bay and Sudbury. The AN delivers a variety of programs and services, such as Economic Development, Lands and Resources, Health, Social Services, Education, Policy and Communications, in addition to providing the necessary forum for collective First Nation action on issues through the Chiefs in Assembly.
To learn more about the AN, please visit our website at www.anishinabek.ca.
3.0 PROJECT BACKGROUND.
The Anishinabek Nation’s Economic Development Department will be holding its second annual Anishinabek Nation Economic Development Opportunities (ANEDO) Forum in Rama First Nation’s Casino Rama Resort from the evening of October 21, 2024 to the afternoon of October 23, 2024. The event will be held in person and simultaneously live-streamed to remote viewers.
The focus of the event will be to support the AN’s 39 member First Nations in developing their economies. The format of the event will be a combination of opening and closing ceremonies, panels, keynote speakers, and concurrent training sessions in breakout rooms.
The Anishinabek Nation will field and manage an Event Planning Committee to work with the selected vendor to develop and approve event deliverables.
The venue has been selected and a “save the date” placeholder website created at www.anedo2024.ca
4.0 STATEMENT OF WORK
The Anishinabek Nation Economic Development department is seeking an event planner to:
- Develop the visual theme, including the digital assets for branding and communication;
- Develop event materials and reports;
- Provide AV technical support and Forum livestreaming on Anishinabek Nation’s YouTube channel;
- Support the development and execution of a concurrent tradeshow with 25 vendors/exhibitors;
- Co-develop a sponsorship package in partnership with the Event Planning Committee;
- Quote and provision on event gifts and promotional items;
- Develop event website at www.anedo2023.ca;
- Support speakers during event; and
- Support Master of Ceremonies and Anishinabek Nation staff during event.
5.0 DELIVERABLES
Event Planning and Coordination
- Administration
- Event Management
Deliverables
- Provide regular status and update meetings to the Event Planning Committee
- Develop a shared tracking system to outline all tasks and deadlines required for the event
- Develop an event schedule to indicate specific due dates leading up to event execution
- Create a Forum Agenda that outlines the format, timing, topic(s), and speaker(s)
- Create Forum Content checklist for all the required event booklet content
- Collect speaker presentations and questions before event
- Assist with recruiting potential vendors/exhibitors for concurrent tradeshow
- Manage tradeshow logistics
- Design livestreaming and AV technical support solution for event with Event Planning Committee
- Develop scriber template for documenting discussions, notes, and overall comments
Branding and Theme Development
- Creative Direction
Deliverables
- Develop overall visual identity or ‘look-and-feel’ of this year’s event in consultation with Event Planning Team, based upon ANEDO 2023 theme development
- Design banners, signs, nametags, multimedia and animated transition service package
- Provide options for event “swag” – delegate bags, gifts and promo items – with pricing
Creation of Visual Assets
- Design & Produce
- Revisions
Deliverables
- New event poster/cover and event agenda – digital and print-ready
- Save The Date graphic for Event Planning Committee to share with potential attendees
- Event website at www.anedo2024.ca
- Branded name tags for attendees by role (eg speaker, support staff, delegate, vendor, etc)
- Branded webinar registration page for the event
- Branded room and directional signage, digital and printed as needed
- Printed and digital event booklet
- Event banner design
- Three (3) foam-mounted prints of the event poster for signing
Event Execution
Deliverables
- Staff host desk, distribute beverage tickets, and coordinate event timing for Evening Social on October 21
- Staff registration desk and distribute name tags and delegate bags October 22 & October 23
- Provide AV tech support and equipment for main plenary room and 3 breakout rooms, including music as speakers approach podium
- Assist with webinar chat, questions, and polls through event technology
- Coordinate access to Client’s YouTube account for live event streaming and archiving
- Attendance and logistical support during event
- Queueing of speaker presentations for display before each panel/speaker
- Vendor/exhibitor support for recruitment, tracking, and exhibitor setup and teardown scheduling
Post-event Assets
- Design
- Content Writing
- Revisions – 2 to written report, 2 to final report design
- Reports and Other Assets
Deliverables
- Coordinate event retrospective session
- Available reports from event technology
- Event retrospective document to discuss organizers’ lessons learned
- Raw export of available report data
- Post-event virtual attendee survey
- Digital file of the finalized event report
- Print-ready files of the finalized event report
Printing
- 200 Event booklets with full agenda, bios of speakers, additional resources and information as provided by the Anishinabek Nation
- 9×7’ event banner
- Room signage, mount
- 15 Directional signs
- Name tags (200 names and 20 blanks) with lanyards
- Event posters, foam – mounted – 3 prints – for signing by participants during event
6.0 FINANCIAL CONSIDERATIONS
The total budget for this project should not exceed $50,000. The total budget for this project must include all costs associated with personnel, travel, preparation of event materials and reports, overhead costs, all eligible taxes and any other anticipated expenditures.
7.0 TIMEFRAME
The project will run from May 1, 2024 to November 15, 2024.
8.0 PROPOSAL RESPONSE GUIDELINES
To ensure your proposal is considered for evaluation, it must include the following:
Cover Letter
- Dated and signed by a person authorized to negotiate and make commitments, and provide clarification with respect to the proposal on behalf of the bidding proponent or firm;
- A statement indicating the proponents understanding of the proposed project and the deliverables required;
- Reference the title of the RFP;
- Indicate the capacity of the proponent to complete the project; and
- The name of a single point of contact from your company.
Proposed Project Plan
- A proposed project plan, with timelines, that indicates the steps to be taken from the start of the contract to the final deliverable.
Qualifications
- Provide examples of previous relevant work experience; and
- Identify the qualifications and experiences of the project team.
Costs and Charges
- Provide an all-inclusive fixed-cost quotation for this project; and
- Identify the expected costs and their allocation.
9.0 INQUIRIES
All inquiries about this request for proposals should be directed to:
Name: Dawn Lambe
E-mail: dawn.lambe@anishinabek.ca
Telephone: 1-877-702-5200 or (705) 497-9127 ext. 2245
10.0 SUBMISSION PROCEDURE
As a potential supplier of these professional services, you are invited to submit a proposal to provide professional 3rd-party contractor services in accordance with the terms and conditions detailed in this document.
Please submit your proposal by email to:
Proposal packages must be clearly marked: EVENT PLANNER – ANEDO 2024
Closing Date and Time: Proposals must be received by APRIL 19, 2024, at 4:30pm. Proposals received after the closing time will not be considered.
Project Completion: The project completion deadline is NOVEMBER 30, 2024, by 4:30pm.
11.0 REQUEST FOR PROPOSALS PROCESS
Upon closing, proposals will be reviewed for completeness. Only completed proposals will be brought forward to the selection committee for further consideration and a final decision.
Eligible proposals will be evaluated based on the response guidelines in section 8.0.
12.0 SELECTION OF SUCCESSFUL PROPONENT
The AN reserves the right to reject any or all proposals and to accept the proposal deemed most favorable to the interests of the AN and its partners.
The AN reserves the right to seek clarification and supplementary information from proponents after the submission deadline.
Proponents will be notified in writing once a selection has been made.
13.0 CONTRACT NEGOTIATION
The AN will enter into a contractual agreement with the preferred proponent. The AN, at any time, and without liability, may withdraw from negotiations with any potential proponent.
14.0 TERMS AND CONDITIONS
14.1 The AN will not be responsible for any costs incurred by a proponent in preparing and submitting proposals. The AN accepts no liability of any kind to a proponent prior to the signing of a contract.
14.2 Submissions of a proposal shall not obligate, nor should it be construed as obligating the AN, to accept any such proposal, or to proceed further with the project. The AN may, in their sole discretion, elect not to proceed with the project, and may elect not to accept any, or all proposals for any reason.
14.3 A proponent may amend or withdraw their proposal prior to the closing date and time specified in the request for proposals by way of written notice to the AN.
14.4 Proposals submitted shall be final and may not be altered by subsequent offerings, discussions, or commitments, unless the proponent is requested to do so by the AN.
14.5 The proponent must identify any information in its proposal that it considers to be confidential or proprietary.
14.6 All proposals and accompanying documentation received under this competition will become the property of the AN, and will not be returned.
14.7 The AN has reserved the right to waive minor non-compliance by a proponent with the requirements of the RFP. This will allow the AN to consider and possibly accept, any proposal which is advantageous, even though the proposal may be non-compliant in some minor respect.
14.8 The AN reserves the right to accept or reject, in whole or in part, any and all proposals.
14.9 The AN reserves the right to cancel and/or re-issue this request for proposals at any time, for any reason, without penalty.
14.10 Prices quoted are to be held firm for a minimum of 90 days following the RFP closing date, and shall remain in effect through the duration of an agreement.
14.11 The proponent’s proposal shall form part of the contractual agreement by attachment, and will be incorporated for reference. Claims made in the proposal shall constitute contractual warranties. Any provision in the proposal may be included in the contractual agreement as direct provisions thereof.
14.12 The successful proponent agrees to obtain and maintain all professional certification and licenses necessary to lawfully provide the services required under this request for proposal.
14.13 By submitting a proposal, the proponent agrees and acknowledges that it will provide for the duration of the project, the full complement of staff required to perform the work of the project, including the specific individuals identified in its proposal. These key personnel shall remain assigned for the duration of the project unless otherwise agreed to in writing by the AN. In the event the proponent wishes to substitute any key personnel, the individual(s) proposed must demonstrate similar qualifications and experience as required, to successfully perform such duties.
14.14 Intellectual property and any data associated with this project is the express property of the AN.
