REQUEST FOR PROPOSALS
Event Coordinator
INTRODUCTION
Robinson Huron Waawiindamaagewin and the Robinson Huron Treaty Litigation Fund, with support from the Treaty Gathering Planning Committee, are responsible for the planning and execution of the Gathering each year to mark the anniversary of the signing of the Robinson Huron Treaty of 1850
2023 marks the 173rd anniversary of the signing of the Robinson Huron Treaty. The Gathering this year will be held from September 7th to 9th in Baawaating (Sault Ste. Marie, ON) at the place of the Treaty signing. The Gathering will host approximately 500 participants, plus political leadership, Treaty experts and workshop presenters.
OBJECTIVE
The objective of this Request for Proposals (RFP) is to select an Event Coordinator to provide event management and coordination services for the Gathering. This RFP provides the background, intent, and expectations for the Gathering to allow prospective bidders an opportunity to submit a competitive proposal for this short-term contract opportunity.
The three-day Gathering will include in-person only and hybrid events. The dates for the Gathering are September 7th to 9th, 2023. Exact work timelines are TBD and it is expected that the contract will begin upon completion of a successful contract (March 2023) and be completed by mid-September 2023, shortly after the Gathering.
Following the RFP process, the Planning Committee, comprised of members from Robinson Huron Waawiindamaagewin and the Robinson Huron Treaty Litigation Fund, will select the top proposal and make a recommendation for formal acceptance.
BACKGROUND
About Robinson Huron Waawiindamaagewin
Robinson Huron Waawiindamaagewin (RHW) is an initiative undertaken by the 21 First Nations of the Robinson Huron Treaty to create a Treaty level body capable of addressing many issues that have, until this time, been addressed within the Canadian government-created agencies and systems of governance. We recognize that Treaty helps protects our inherent rights and can build on the strength of this collective to enhance and foster health and wellness for our people.
RHW was created to exercise the assertion of inherent rights and reclamation of governance to address, at minimum, but not limited to, collective relevant jurisdictional issues and concerns, including overlapping territorial claims, protection of land and water in the Treaty territory, and annuities. RHW also conducts Treaty-based research, facilitates community engagement in Robinson Huron Treaty communities on Treaty-related matters, and develops Treaty education tools, including detailed use and occupancy research of the Treaty area.
For more information on RHW, please visit waawwindamaagewin.com
About Robinson Huron Treaty Litigation Fund
21 Lake Huron First Nations formed the Robinson Huron Treaty Litigation Fund (RHTLF) in 2010 to assist the First Nations to pursue litigation and/or negotiations against Canada and Ontario for failing to increase annuity payments since 1874.
The RHTLF was created to undertake and pursue litigation and/or negotiations related to the Robinson Huron Treaty Annuities Claim on behalf of the Settlors of the RHTLF and/or their members who receive or are entitled to receive annuities under the Robinson Huron Treaty of 1850, as well as others who receive or are entitled to receive annuities under the said Treaty.
For more information on RHTLF, please visit robinsonhurontreaty1850.com
The Robinson Huron Treaty Of 1850
This sacred Treaty was signed in 1850 between 17 Ogimaak representing Anishinabek along the northern shore of Lake Huron and eastern Lake Superior, and the British Crown. This Treaty outlines critical roles and responsibilities for both Treaty partners.
1. The Treaty guarantees that each Anishinabek community would continue to occupy the land in their territory and that it would be available for their exclusive use while sharing the land and allowing British settlement and some resource development.
2. The Treaty guarantees traditional harvesting (hunting and fishing) rights and unrestricted access as well as acknowledging the full extent of the RHW reserved jurisdictions, title, and inherent rights, including but not limited to lands, water, air, education, language and culture, jurisdiction, health, citizenship, and justice.
3. Finally, to partially compensate for the sharing of land and resources with the British, the Treaty promises an annual annuity (initially set at $2 per person, then raised to $4 per person) as an ongoing payment to Treaty annuitants. The amount of those annuities was tied to the productivity of the land that was the subject of the Treaty. These annuities have never been increased.
SCOPE OF WORK
• Logistical Management: Assume ongoing work of negotiating rental and service contracts to ensure that all logistical requirements are met for the Gathering (rentals of tables, chairs, tents, toilets, AV equipment, etc.,); organize facilities and manage all event details including location/ venue, décor, catering, transportation, equipment, etc.; develop, manage, execute a master event logistical plan and timeline
• Planning Committee Meetings: Participate in weekly or bi-weekly Planning Committee meetings as required, create/circulate meeting agenda, provide regular status updates
• Marketing and Communications: Develop, manage, and execute a Marketing and Communications plan, including a process to communicate with invited guests and participants; Oversee the implementation of all promotional and registration components including invitations
• Keynote and Treaty Expert Presenters: Assume ongoing work of negotiating service contracts; manage travel and accommodation requirements; collect and assemble bios, images, and content promotional purposes; communicate set up and tech requirements to service providers and tech staff; coordinate and manage any special needs; manage on-site coordination of presenters; collect, review, and submit all expense claims to the Planning Committee for payment processing and approvals
• Participant, Invited Guests Registration: Assume ongoing participant and invited guests’ registration through digital registration software. This will include developing participant and guest registration packages and managing the registration process
• AV/Streaming Tech Services: Research and negotiate technical services for hybrid event solutions; negotiate service contracts for execution by the Planning Committee; coordinate services
• Promotional and Gift items: Research possibilities and present solutions for approval; negotiate pricing and delivery; assist with packaging for the Gathering
• Accommodations: Manage hotel rooms list (assign staff, keynote, leadership, Treaty Experts, Elders, Youth, helpers, and other support to hotel rooms, manage revisions, liaise with hotel manager). The Gathering does not book or manage accommodations for general participants.
• On-Site Registration: Prepare welcome packages for participants and identify for registering participants to capture true attendance throughout the Gathering; work alongside Gathering staff and helpers at registration to complete any troubleshooting, answer questions
• On-Site Event Coordination: Work on-site from Monday, September 4th to Sunday, September 10th, 2023 to provide support and coordination duties for tech, MC, keynotes, Treaty Experts, and others as required, liaise with venue management and staff, and Planning committee staff to ensure the smooth running of the Gathering
• Participant Questionnaire: Draft participant questionnaire for approval; launch and manage questionnaire; prepare a summary of the responses and submit to Planning Committee following the Gathering
• Post-Event: Collect, review for completeness, and submit all expense claims to the Planning Committee for approval and submit a summary document outlining any issues, suggested changes or considerations for future events.
The Robinson Huron Treaty of 1850 Gathering Planning Committee will work closely with the Event Coordinator to provide approvals, support services, and direction as required.
BUDGET
The total budget for Event Coordinator services should not exceed $30,000. Travel and accommodation expenses to and from the Gathering will be covered by the overall Event budget.
PROPOSAL SUBMISSION REQUIREMENTS
Required Information
All submitted proposals must include the following:
• Proposed Project Plan
o A proposed project plan, with timelines, that indicates the steps to be taken from the start of the contract to execution of the Gathering
• Qualifications
o Indicate the capacity of the proponent to complete the contract; provide examples of previous relevant work experience; identify the qualification and experiences of the project team
• Costs and Charges
o Provide an all-inclusive fixed-cost quotation for the project; identify the expected costs and their allocation
Proposal Format
The Proposal shall satisfy the following formatting requirements:
• The Proposal shall not exceed more than 5-pages, excluding attachments
• The Proposal should be organized in the order in which the requirements are presented in this RFP and should clearly indicate the section of this RFP that is being addressed
• The Proposal shall include all required information indicated herein. Failure to submit all required information may result in a request for prompt submission of missing information, giving a lowered evaluation of the Proposal, or rejection of the Proposal.
ADDITIONAL INFORMATION
Questions and requests for additional information should be sent to Jolene Recollet, RHW Policy and Administrative Coordinator (jolene@waawiindamaagewin.com). Questions are due on Wednesday, March 8, 2023. After this date, a response is not guaranteed.
SELECTION OF SUCCESSFUL PROPOSAL
• The successful proposal will be recommended for acceptance by the Robinson Huron Treaty of 1850 Planning Committee.
• RHW and RHTLF reserve the right to reject any or all proposals and to accept the proposal deemed most favourable to the interests of the organizations and their partners.
• RHW and RHTLF also reserve the right to seek clarification and supplementary information from proponents after the submission deadline.
• Proponents will be notified in writing via email once a selection had been made.
SUBMISSION PROCEDURE
As a potential supplier of these professional services, you are invited to submit a proposal to provide professional third-party contractor services in accordance with the terms and conditions detailed in this document.
Proposals should be in PDF format and sent to Earl Commanda, RHW Executive Director (earl@waawiindamaagewin.com) with a copy to Jolene Recollet, RHW Policy and Administrative Coordinator (jolene@waawiindamaagewin.com).
Please submit proposal packages as email attachments as downloading from cloud storage services can be unreliable.
Closing Date and Time: Proposals must be received by March 10, 2023, at 4:30 PM. Proposals received after the closing date will not be considered.