REQUEST FOR PROPOSALS EVENT MANAGEMENT SUPPORT – ANEDO 2026

August 11, 2026

 

UNION OF ONTARIO INDIANS REQUEST FOR PROPOSALS

EVENT MANAGEMENT SUPPORT – ANEDO 2026

 

1.0           SUMMARY OF WORK

The Union of Ontario Indians (UOI) is seeking an event management firm for the planning and execution of the fourth annual Economic Development Opportunities (ANEDO 2026) Forum, taking place at Valhalla Hotel & Conference Centre October 20-22, 2026.

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, 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 UOI Economic Development Department will be holding its fourth annual Anishinabek Nation Economic Development Opportunities (ANEDO 2026) Forum in Thunder Bay at the Valhalla Hotel & Conference Centre Resort from the evening of October 20, 2026 to the evening of October 22, 2026. The event will be held in person.

The purpose of the event is to provide information and technical support to the UOI’s 39 member First Nations to support their economic development, and to advance key deliverables of the Economic Development Department within the UOI. The format of the event will be a combination of opening and closing ceremonies, panels, keynote speakers, concurrent training sessions in breakout rooms, tour, and an ongoing exhibitor tradeshow.

The UOI anticipates approximately 250 attendees, including speakers, exhibitors, and delegates. The event website is live at https://anedo.ca.

 

4.0           STATEMENT OF WORK

The UOI Economic Development department is seeking an event management firm to:

Project Manage

  • Develop and maintain a detailed
  • Participate in regular planning meetings with the
  • Track action items and provide status
  • Coordinate production timelines for all contracted

Develop and Deliver Key Media Elements

  • Physical event agenda
  • Video feedback station
  • Directional signage
  • Event banners

Develop and Manage Video Feedback Station

  • Create video feedback station, providing all equipment
  • Manage video feedback station

Support Event Execution

  • Coordinate and manage the Forum registration table, registering delegates and printing badges using PheedLoop system (UOI will provide the badge blanks, printer, and training);
  • Assemble and distribute swag bags to attendees;
  • Scan attendees into plenary and breakout events (scanners and training provided by the UOI);
  • Manage the video feedback station during the event;

Report on Outcomes

  • Using data and information provided by the UOI from PheedLoop and video feedback station, produce a final event report, with 2 revision requests from the UOI team; and;
  • Participate in a final meeting with the Economic Development team after the event has taken place to present the final report.

The following items will be provided and/or managed by the UOI, and are out of scope for pricing for this RFP

  • Event venue and catering
  • Hotel liaison
  • PheedLoop licence
  • Registration tablets and badge printer
  • Badge stock
  • Session scanning devices
  • Existing event branding files and logo assets
  • Delegate swag items
  • Speaker coordination
  • Audio-visual services

5.0           DELIVERABLES

Media Elements shall be professionally designed, proofread, and submitted to the UOI for approval prior to production

  • Event branding package for all assets
  • Design and production of event signage, including:
    • Directional signage for venue navigation (maximum 10 signs);
    • Two banners (minimum dimensions: 6 ft x 8 ft);
  • Design and produce 24-page 5”x11” (letter size) colour event agenda (250 copies)
  • Coordination of print production and delivery to the event site;

Video Feedback Station

  • Design and execute video feedback station, including professional lighting and quality audio suitable for future promotional use, providing all necessary equipment;
  • Staff and manage station to capture feedback from a minimum of 30 attendees during the event on October 21 and October 22;
  • Provide raw video files to UOI within 30 days of the event;

Registration Table Management and Session Scanning

  • Set up registration table and signage;
  • Check in all attendees using UOI-provided software, tablet, and printer;
  • Print personalized name badges (blanks, printer, training provided by UOI);
  • Scan delegate badges as delegates enter breakout session;
  • Provision of at least four staff to manage registration and session scanning;

 

Swag Bag Assembly and Distribution

  • Assembly of approximately 250 swag bags using items provided by the UOI;
  • On-site distribution of swag bags to attendees at the registration table during registration;

 

Final Report and Debrief

  • Submit a comprehensive final report within 30 business days post-event, including the following:
    • Executive summary
    • Key statistics from PheedLoop (access to be provided by UOI)
      • Attendance statistics
      • Session attendance
      • Registration analysis of demographics
      • Survey results
    • Operational lessons learned, including any technical issues and how they were resolved;
    • Recommendations for future events
    • 2 revisions allowed

 

6.0           FINANCIAL CONSIDERATIONS

The total budget for this project should not exceed $40,000. 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 16, 2026, to November 30, 2026.

 

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 proponent’s 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

 

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, including recommended number of virtual planning meetings

 

Qualifications

  • Provide examples of previous relevant work experience; and
  • Identify the qualifications and experiences of the project

 

Costs and Charges

  • Provide an all-inclusive fixed-cost quotation for this project; and
  • Identify the expected costs and their

 

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

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:

ecdev@anishinabek.ca

 

Proposal packages must be clearly marked: EVENT SUPPORT – ANEDO 2026

Closing Date and Time: Proposals must be received by August 28, 2026, at 4:30pm. Proposals received after the closing time will not be considered.

Project Completion: The project completion deadline is November 30, 2026, 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 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

  • 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.
  • 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
  • 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.
  • 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.
  • The proponent must identify any information in its proposal that it considers to be confidential or proprietary.
  • All proposals and accompanying documentation received under this competition will become the property of the UOI and will not be returned.
  • 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.
  • The UOI reserves the right to accept or reject, in whole or in part, any and all proposals.
  • The UOI reserves the right to cancel and/or re-issue this request for proposals at any time, for any reason, without penalty.
  • 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.
  • 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.
  • 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.
  • 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 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.
  • Intellectual property and any data associated with this project is the express property of the UOI.