Request for Proposals: Event Support – ANEDO 2025

1.0  SUMMARY OF WORK

The Union of Ontario Indians is seeking Event Support for the third annual Economic Development Opportunities Forum at Casino Rama October 14-17, 2025.

2.0  CORPORATE OVERVIEW

The Anishinabek Nation (AN) incorporated the Union of Ontario Indians (UOI) as its secretariat in 1949. We are 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.

The UOI head office is located on Nipissing First Nation, just outside of North Bay, Ontario and has satellite offices in Fort William First Nation, Thunder Bay, Curve Lake First Nation, Garden River First Nation, Sudbury, and Munsee-Delaware Nation. We deliver 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 us, please visit our website at www.anishinabek.ca.

3.0  PROJECT BACKGROUND.

The Union of Ontario Indians’ Economic Development Department will be holding its third annual Anishinabek Nation Economic Development Opportunities (ANEDO) Forum in Rama First Nation’s Casino Rama Resort from the evening of October 14, 2025 to the afternoon of October 17, 2025. The event will be held in person and simultaneously live-streamed to remote viewers.

The focus of the event will be to support the UOI’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 Union of Ontario Indians 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.anedo.ca

4.0  STATEMENT OF WORK

The Union of Ontario Indians Economic Development department is seeking an event planner to:

• Provide audio-visual (AV) technical support for plenary and breakout sessions (setting up and tearing down microphones, projectors, screens, etc.);
• Set up and monitor Forum livestreaming on Union of Ontario Indians’s YouTube channel;
• Coordinate and oversee the Forum registration table by setting up, signing in registrants, distributing and printing name badges (using provided printer and tablet), and providing general information;
• Assemble and distribute swag bags to attendees;
• Develop and arrange for printing of signage, including directional signs, banners (two of at least 6 feet by 8 feet), and photo banner; and
• Report to the planning team after the event has taken place, noting successes, technical difficulties, and recommendations for future events.

5.0   DELIVERABLES

Audio-Visual Setup and Support Plan

• A detailed AV plan for plenary and breakout sessions, outlining required equipment and setup logistics.
• On-site setup and teardown of AV equipment, including microphones, projectors, and screens.
• Live technical support during the event to ensure all sessions run smoothly.

Livestream Coordination

• A detailed AV plan for plenary and breakout sessions, outlining required equipment and setup logistics.
• On-site setup and teardown of AV equipment, including microphones, projectors, and screens.
• Live technical support during the event to ensure all sessions run smoothly.

Registration Table Management

• Set up registration table and signage.
• Check in all attendees using provided tablet and printer.
• On-site printing and distribution of personalized name badges.
• Provision of at least two staff to manage registration and provide attendee support.

Swag Bag Assembly and Distribution

• Assembly of approximately 200 swag bags using items provided by the Union of Ontario Indians.
• On-site distribution of swag bags to attendees at the registration table.

Signage and Event Branding Materials

• Design and production of event signage, including:
• Directional signage for venue navigation.
• Two banners (minimum dimensions: 6 ft x 8 ft).
• One branded photo backdrop/banner suitable for media and photo opportunities.
• Coordination of print production and delivery to the event site.

Final Report and Debrief

• Submission of a brief final report within 10 business days post-event, summarizing:
• Any technical issues and how they were resolved
• Livestream performance and analytics (if available)
• Registration outcomes and feedback
• Recommendations for future events

6.0  FINANCIAL CONSIDERATIONS

The total budget for this project should not exceed $25,000. 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 September 2, 2025 to November 28, 2025.

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: Economic Development Department
E-mail:  ecdev@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 3^rd-party contractor services in accordance with the terms and conditions detailed in this document.

Please submit your proposal by email to: ecdev@anishinabek.ca

Proposal packages must be clearly marked: EVENT SUPPORT – ANEDO 2025

Closing Date and Time: Proposals must be received by AUGUST 29, 2025, at 4:30 pm. Proposals received after the closing time will not be considered.

Project Completion: The project completion deadline is NOVEMBER 28, 2025, by 4:30 pm.

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 UOI reserves the right to reject any or all proposals and to accept the proposal deemed most favorable to the interests of the UOI and its partners.

The UOI 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 UOI, at any time, and without liability, may withdraw from negotiations with any potential proponent.

The UOI will enter into a contractual agreement with the preferred proponent.

14.0   TERMS AND CONDITIONS

14.1   The UOI will not be responsible for any costs incurred by a proponent in preparing and submitting proposals. The UOI 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 UOI, to accept any such proposal, or to proceed further with the project. The UOI 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 UOI.

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 UOI.

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 UOI and will not be returned.

14.7   The UOI has reserved the right to waive minor non-compliance by a proponent with the requirements of the RFP. This will allow the UOI 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 UOI reserves the right to accept or reject, in whole or in part, any and all proposals.

14.9   The UOI 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 by 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 UOI. 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 UOI.