
Request for Proposal: 2025 Canada Conference Event Producer
July 16, 2024
RFP open seeking Event Producer for CWR 2025 Canada Conference
IABC Canada West Region (CWR) is seeking proposals from experienced event producers to lead the development and execution of CWR’s 2025 Canada Conference with excellence. This two-day event brings together close to 200 communication professionals from across Canada for impactful workshops, sessions and keynote speakers.
The 2025 conference data and location is currently TBD – planned for fall 2025 – so the ability to (potentially) plan from a different province/city is a must.
If you think you’re the partner who will help us flawlessly deliver this event, view the RFP and submit your interest by August 15, 2024.
Click to view/download a PDF version of the RFP.
Scope of Work – Responsibilities of the Event Producer:
The Event Producer will be responsible for all steps in the development, production, administration, and on-site event day-of coordination of conference and conference materials. This includes:
- Research and development of the conference agenda with assistance of IABC Program Advisory Committee
- Recruitment and handling of speakers
- Production management of the conference brochure/program (to serve as the main source of information from which the website etc., is created/updated by CWR)
- Champion of deadlines (to ensure tasks move forward on time)
- Venue coordination (booking space and confirming details for event day i.e. numbers, food requirements, AV requirements, etc.)
- Development and placement of on-site signage as required
- Online registration through IABCCanada.ca (taking registrations, sending out invoices, accepting payment and sending receipts)
- Sponsorship assistance (mainly ensuring that details of agreement are fulfilled. Also includes managing finances associated with sponsors i.e., invoices and payment)
- Preparation and execution of all logistics for successful delivery of the conference
- Co-management of conference evaluation (distribution)
- Crisis management (ability to operate under pressure and resolve issues as they arise, i.e., speaker cancellation)
- Development and co-management of the conference budget
Submission Requirements:
- Experience successfully producing large-scale events in the past
- Provide at least two (2) case studies and/or samples for review, with at least one (1) demonstrating experience in budget allocation and management
- Proposed timeline/schedule must be clearly outlined, including pre-, mid-, and post-event deliverables
- Demonstrated success providing and/or outsourcing technical requirements, as outlined in the Scope of Work (i.e., AV requirements, design requirements, managing online registration, etc.)
- Proposed flat fee for service and, if applicable, proposed profit-share
Important Notes:
- Only candidates who meet all metrics outlined in the Submission Requirements section should submit a proposal.
- Bidders who are interested in submitting a proposal should inform Crystal Hiebert, SCMP, Director, Conference and Partnerships no later than August 15, 2024.
- Include samples and references with your proposal.
- Proposals should not be more than six (6) pages, not including past examples and supporting documentation. Failure to comply to this guideline will result in an automatic rejection.
- A minimum of two (2) and maximum of five (5) past examples and/or case studies must be provided at the time of the submission. Failure to provide supporting documentation as outlined in the Submission Requirements will result in automatic rejection.
For more information and questions, please contact Crystal Hiebert, SCMP, Director, Conference and Partnerships.