Basic Information

Reference Number

0000306380

Issuing Organization

CEDEC

Owner Organization

Not-for-Profit/OBNL

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP20251105

Title

Flagship Report Workshop AV and Event Production

Source ID

PP.CO.QC.864485.C87422

Details

Location

Canada, Quebec, Montérégie

Delivery Point

contracts-contrats@cedec.ca

Description

REQUEST FOR PROPOSALS:

Issue date: November 5, 2025
Deadline for questions: November 10 2025

Closing date and time: November 17, 2025 at 17:00 (5 p.m.)
Submit to: contracts-contrats@cedec.ca

Contract period: November 24, 2025 to March 30th, 2026

The Community Economic Development and Employability Corporation (CEDEC) is the federally designated and financed organization responsible for the economic and labour market development of the Official Language Minority Community in Quebec (OLMCQ).

CEDEC strengthens the contribution of English speakers and the OLMCQ to the economic development of Quebec, while addressing economic and labour market disparities within the community. Specifically, it generates tangible economic benefits and impacts for English speakers, businesses, social enterprises, and communities, all of which contribute to the vitality of the OLMCQ and the broader Quebec society.

CEDEC is seeking a professional service provider to supply it with turnkey Event Production for a two-day workshop event on February 16 & 17, 2026. Required professional and technological services includes: a) support of event planning; b) stage design and layout: c) provision of all lighting, audio-visual, and technological equipment, including its set-up, operation, and takedown; d) event room dressing and décor, including furniture and room dividers; e) provision of simultaneous translation, including all technological and human resources, and f) and the submission of all raw video recordings from on-site or online productions.

This Request for Proposals (RFP) contains specific details and timelines and should be reviewed carefully prior to submitting a proposal. Every proposal must cover all of the service requirements outlined in the RFP. Incomplete or late proposals will not be considered.

STATEMENT OF PROFESSIONAL SERVICE NEEDS
CEDEC will hold a two-day workshop on February 16 & 17, 2026. This Workshop will bring together one hundred community, business, social enterprise, government, and civil society leaders to validate promising economic development opportunities. The Workshop will be structured with plenary and breakout sessions so participants can discuss, validate and determine next steps to take full advantage of these opportunities.

STATEMENT OF WORK
The selected supplier must provide end-to-end technological, audio-visual, lighting and event furnishing services, as described below.

Provide creative concepts for the staging, lighting, and physical disposition of all meeting rooms.
Provide and operate all technological, audiovisual, and lighting equipment such as projectors, microphones, sound systems, teleprompters, computers, monitors, and any related technology.
Provide onsite technicians and technological support for setup, event day production, and post-event takedown.
- Provide on-site problem-solving services to quickly diagnose and resolve technical issues during event day production.
Provide, if required, hybrid participation through virtual platform management, ensuring a seamless two-way event experience for online participants.
Provide all technological, audio-visual equipment, lighting and room furnishing to build, and support the delivery of all breakout sessions. It is estimated that there will be a need for ten breakout session spaces, which must accommodate approximately 10 – 12 participants.
Provide simultaneous translation, including a) interpreter booths; b) professional interpreters (English and French) for the plenary room, and online AI assisted translation for all breakout sessions, including online translation for those participating virtually, and; c) audio transmitter for multilingual access.

REQUIRED EXPERIENCE AND QUALIFICATIONS
Proposals must demonstrate a proponent’s qualification and experience in providing end-to-end management of the services described above. Specifically:

Experience in creating immersive environments through lighting, sound, and stage and room layout.
- Show Calling and Cue Management: Familiarity with running show scripts and coordinating cues for speakers, performers, and media.
Provision in designing and delivering hybrid events.
- Proficiency in managing platforms like Zoom, Teams, or custom virtual event software for hybrid participation.
Provision of required technological, audio-visual, lighting, and room furnishing for events of similar scope and scale.
- This includes the provision of projectors, microphones, soundboards, lighting rigs, teleprompters, video switchers, and streaming hardware.
System Setup and Teardown.
- Skilled and experienced in installing, configuring, and dismantling technology, AV systems, and lighting for live and hybrid events.
Troubleshooting.
- Ability to quickly diagnose and resolve technical issues during live and hybrid events.
Simultaneous Translation.
- Experience providing interpreter booths, interpreters (English and French), transmitters, and bilingual AV support.
Accessibility Compliance.
- Familiarity with captioning, assistive listening devices, and inclusive design.

PROPOSAL REQUIREMENTS

Proposals must contain the following elements:

A cover letter summarizing your proposal, your expertise, your experience, and most importantly, why CEDEC should select you as the preferred supplier.

A professional curriculum vitae or business profile demonstrating that you have the qualifications and experience to fully respond to the requirements of this RFP.

A competitive proposal that reflects maximum value for CEDEC’s investment.
- All expenses associated with this work are the responsibility of the contractor and should be reflected in the professional fees quoted.

Three examples of previous and similar events, especially the design and delivery of onsite and hybrid English and French events.

Three references from past clients.

Proposals must be sent by email to the following address contracts-contrats@cedec.ca. All proposals must have RFP: Flagship Report Workshop AV and Event Production in the subject line, be complete as per the requirements of this RFP, and be received by the closing date (see above).

NEXT STEPS
CEDEC may retain one or more proposals for consideration and conduct follow-up interviews. All candidates that have responded to this RFP will be informed about the status of their proposal after the closing date.

Questions about this RFP are welcomed. All questions should be received no later than November 7, 2025 and should be sent by email to contracts-contrats@cedec.ca . Please put RFP: Flagship Report Workshop AV and Event Production in the subject line of all inquiries.

This Request for Proposals (RFP) has been prepared by the Community Economic Development and Employability Corporation (CEDEC). CEDEC considers the material in this RFP to be proprietary and confidential. The contents of this RFP must be held in confidence by recipients and used only to prepare a proposal for consideration by CEDEC.

Dates

Publication

2025/11/04 02:35:26 PM EST

Bid Intent

Not Available

Question Acceptance Deadline

2025/11/10 12:00:00 PM EST

Questions are submitted online

Closing Date

2025/11/17 05:00:00 PM EST

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

Lump sum

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