GREATER KITCHENER WATERLOO CHAMBER OF COMMERCE Request for Proposals
1. Introduction
The Greater Kitchener Waterloo Chamber of Commerce (“the Chamber”) is requesting quotes from qualified vendors for the venue and catering requirements of the Networking Breakfast Series for a total of 4 events from September 2025 to June 2026 There is an opportunity (outlined below) to potentially host a 5th event in July 2026.
a. Key Personnel
Rio McManus
Events Coordinator 519-749-6048
rmcmanus@greaterkwchamber.com
Requests for additional information, review of relevant material, equipment, etc should be coordinated with Rio McManus at the phone number or email address above.
b. Timelines
The Chamber reserves the right to modify this timeline at any time. Should the due date for proposals be changed, all firms sent a request for proposal shall be notified.
Request for Proposals released
Proposals due date
June 13, 2025
July 2, 2025
Notification to successful vendor July 11, 2025
2. Requirements
We will be hosting 4 events from September 2025 to June 2026 with attendance ranging from 50-100 guests per event. Each event runs from approximately 8:00am – 10:00am (total length of time for each event is from 6:00am – 11:00am, which includes set-up & tear-down). When possible, we do prefer to set-up the afternoon before, if the venue happens to be available.
Tentative Event Dates (dates can be flexible, if not available):
Tuesday, September 30th, 2025 – 3-Minute Networker
Thursday, November 20th, 2025 – Speed Networking
Thursday, February 19th, 2026 – 3-Minute Networker
Tuesday, April 14th, 2026 – Speed Networking
*Tuesday, July 13th, 2026 – 1-on-1 Speed Networking (afternoon edition, from 3pm-5pm)
Event Requirements: Speed Networking Format
• Breakfast buffet (including coffee and water station)
• Rounds of 8 (enough for final confirmed guest count x2), with white linens
o There will be two areas, the first would be for breakfast, with tables of 8. The other area will allow guests to rotate around round tables of 8 for networking. Ideally, splitting the room in half would be the most effective layout for this format. It allows for networking at clean tables, while serving staff can clean-up the breakfast tables during the 2nd half of the event.
• 1 x 6’ or 8’ Registration Table
• Podium
• Projector and Screen
• In-house sound system, with microphone (if available) for opening remarks and signaling group rotations
• Free Parking for guests
Event Requirements: 3-Minute Networker Format
• Breakfast buffet (including coffee station). Water glasses & water jug to be placed on each round.
• Rounds of 8 (enough for final confirmed guest count), with white linens
• 1 x 6’ or 8’ Registration Table
• 1 x 6’ or 8’ Table at back of room, centered with stage, for recording/AV equipment
• Small Stage/Riser (approx. 8’ x 12’)
• Podium
• Projector and Screen
• In-house sound system, with microphone (if available)
• Free Parking for guests
Event Requirements: 1-on-1 Speed Networking Event
If you would like to be considered to host the 5th event in July 2026, please provide an additional (and separate) quote for the following:
• Outdoor space option (Weather dependent)
• Designated event space with small tables, for 2 people each, for up to 80 guests (i.e. –40 tables of 2).
o 1 person per table will rotate to the next, for a speed networking format.
• Mix of grazing platters and/or hors d’oeuvres for self-serve service for guests, with beverage station (water, soft drinks)
• Cash bar available during event (alcohol is at the expense of guests)
• In-house sound system, with microphone (if available) for opening remarks and signaling group rotations
• Free Parking for guests
If you do not have some of the event requirements available as outlined above, please note that in your quote. We can bring in our own A/V, rentals, etc. from an outside vendor. However, this could have an impact on the budget we can allocate to the venue as a result.
In your proposal, please provide pricing for all associated costs as outlined above and kindly include any discounts available for booking multiple events. As a not-for-profit organization, we have a limited budget and aim to keep ticket prices as affordable as possible, so we request that room rental fees be kept to a minimum or waived where possible.
3. General
• Please quote your fees exclusive of HST. HST must be added to the total of the amount proposed, as a separate line item.
• All proposals will be reviewed by Chamber senior staff. Consideration will be given to the overall price, how the vendor can meet the requirements outlined above, experience hosting other “like” events, willingness of the vendor to consider an in-kind sponsorship arrangement in lieu of payment for parts of the project, etc.
• The vendor successful in hosting this event must be (or become) a Chamber Member in good standing.
All requests for additional information and/or clarification in connection with the RFP must be sent via email to rmcmanus@greaterkwchamber.com, Rio McManus, Events Coordinator.