GREATER KITCHENER WATERLOO CHAMBER OF COMMERCE
Request for Proposals – 2025 Small Business Awards
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 Small Business Awards for October 2025. The preferred date is Thursday, October 22nd, but October 20th or 21st would also be acceptable.
The Small Business Awards is the Chamber’s premier celebration of small local businesses in our region. Held annually in October, more than 250+ attendees gather, including nominees, sponsors, and community leaders. The evening begins with a cocktail reception, followed by an awards ceremony.
2. Key Personnel
Rio McManus Events Coordinator 519-749-6048 rmcmanus@greaterkwchamber.com
Requests for additional information and review of relevant material, equipment, etc, should be coordinated with Rio McManus at the phone number or email address above.
3.
Timelines
The Chamber reserves the right to modify this timeline at any time. Should the due date for proposals be changed, all organizations sent a request for proposal shall be notified.
Request for Proposals released
Proposals due date
Notification to successful vendor
4. Requirements
June 20, 2025
July 7, 2025
July 11, 2025
Included below is an outline of what our overall requirements are for this event. Even if you can’t meet all event requirements, we still encourage you to submit a quote. The list below should be used as a reference only, as the Chamber can outsource elements of the list below (i.e. – décor company, production company, rentals, etc.) to our other preferred partners, as needed. We are looking for a venue to help us execute our vision, so we encourage you to share what would make your space uniquely fitting to host this event for Small Businesses.
In your proposal, please provide pricing for all associated costs as outlined and kindly include any discounts available. As a not-for-profit organization, we have a limited budget and aim to keep ticket prices as affordable as possible for our guests.
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, experience hosting other “like” events, willingness of the vendor to consider in-kind sponsorship for a portion of the expenses, and what makes the space uniquely fitting to host the Small Business audience.
The vendor successful in hosting this event must be (or become) a Chamber Member in good standing.
If there are additional items that are not covered in this outline that you feel would increase the guest experience or overall value of the event, you are welcome to pitch those ideas as well in your proposal.
Event Format Overview
Cocktail Reception
o Approx. 1–1.5 hours in length
o Cocktail-style format designed for approx. 250–400 attendees
o Coat check at the entrance (can be self-serve)
o Registration tables at entrance (minimum of 2 x 8ft tables)
o Cash bar provided throughout the Cocktail Reception, with 1 drink ticket per guest (to be covered by Chamber)
o Opportunity to have a signature drink cocktail/mocktail served through the cash bar
o Sound System for background music & minor announcements and/or ability to bring in DJ for live music
o Cocktail/cruiser tables
o Soft seating and/or small tables to provide some seating options for guests (approx. 30-40 seats)
o Ability to bring in outside “Small Business” Food Vendors to run multiple food stations positioned throughout the space, highlighting our local small businesses in the hospitality/catering industry.
o Tables with linens for food stations
o Projector or Screens to Display PowerPoint
Awards Program
o Stage (skirted) with stairs on both ends (min. 16’w x 12’d x 24”h)
o Ability to add stage décor and/or hang banners from ceiling
o End-to-end pipe & drape along the stage wall
o Table with linen side-stage for awards
o 10x10 space side-stage for photo opportunities, following stage presentation
o Award presentation area (staging, photo opportunity, etc.) needs to be fully accessible (or an alternate location needs to be set-up to ensure we have an accessible-friendly option for guests)
o Podium with Microphone
o Appropriate speakers/audio for the size/layout of the room (including speakers hanging from rigging if required/recommended)
o Projector and Screens (Preferably two – one on either side of the stage)
o All required lighting (including stage lighting & spotlights, and other recommended special effect lighting for a gala event)
o Rigging/trusses for stage lights and video cameras
o Comfort Monitor at stage
o Live video feed of main stage to projector screens (in addition to pre-recorded videos & PowerPoint presentation, according to script cues)
o Ability to live stream the main stage program to the Chamber’s LinkedIn account
o Full video footage to be recorded and provided to the Chamber on an SD card following the event
o All required operating equipment for AV/Production needs (i.e., switcher, mixer, laptops, etc.)
o On-site Techs for full A/V operation during the event (all audio, video, and lighting cues – including operation of powerpoint presentations outlined in script)
o Raised platform with camera center-stage at the back of the room, and a 2nd location off to the side for a secondary camera/view
o Theater-style seating for guests during the program, including accessible seating options
o The ability for guests to bring drinks into the theater seating
o Cash bar service
o Ability to have 1-2 “Small Business” Food Vendors on-site handing out snacks/sweet treats
Logistics & General Requirements
o At least 1 site tour/meeting will be required ahead of the event with the Chamber’s event team. Additional site tours may be required for Production and/or Décor purposes with outside vendors.
o Set-up to be done the morning of the event, including an initial runthrough/rehearsal. All tear-down occurs immediately upon conclusion of the event.
o In the proposal, all labour and/or delivery fees should also be included.
o Accommodate additional reasonable requests, as required.
5. Contact Information
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.
Once completed, the quote/proposal can be sent to Rio McManus via email prior to the deadline for consideration.