Basic Information

Reference Number

0000306670

Issuing Organization

CEDEC

Owner Organization

Not-for-Profit/OBNL

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP20251107

Title

Freelance Event and Logistics Contractor

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 7, 2025
Deadline for questions: November 12, 2025

Closing date and time: November 14, 2025
Submit to: contracts-contrats@cedec.ca

Contract period: November 24, 2025 to March 30, 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 Event Design, Coordination, and Logistical Support Services for a two-day workshop event on February 16 & 17, 2026. Required professional and technological services include: a) assistance with event design; b) seamless communication and accompaniment of all workshop participants, including workshop registration, hotel accommodation, travel arrangements, the need for simultaneous translation, accessibility requirements, and the development of personalized participant schedule; c) event day registration, event day distribution of materials, help desk management and traffic flow; d) post-event support, including survey facilitation, preparation and distribution of thank yous, participation in event debrief meetings and event evaluations, and the reimbursement of all participants.

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
CEDEC seeks a Freelance Event and Logistics contractor to provide event design, coordination, communication, and participant accompaniment. The Freelance Event and Logistics contractor is required to ensure their proposal responds to all the requirements outlined below. In collaboration with CEDEC, they will deliver the following professional services:

1. PRE-EVENT
Manage and update the list of potential and actual participants on a daily basis.

Provide one-on-one seamless participant communication and accompaniment services.
- Act as the main point of contact during the whole roll-out of the event, from beginning (registration) to end (received payments).
- All support will be provided in accordance with CEDEC policies and procedures.

The Freelance Event and Logistics contractor will specifically.
- Manage Workshop registration, providing a daily update on workshop participation, acceptances, refusals, and no responses.
  - Manage the event registration platform.
  - Ensure hotel registration, confirming accommodation, and nutritional requirements.
  - Keep CEDEC informed about the drawdown on the block of rooms reserved at the hotel.
  - Facilitate travel arrangements, if required.
  - Facilitate participant travel to the hotel by recommending a taxi, Uber, bus, R.E.M. service, or helping participants know where to park.
- Identify participant simultaneous translation needs, ensuring that required equipment is made available to them when they arrive and onsite for the workshop.
- Identify and address any accessibility issues participants may have.
- Provide each participant with a personalized schedule/itinerary for the workshop, including the breakout sessions they will be attending.
- Manage event-related participant communications, i.e., all emails and distribution of all communication products and reminders.
- Keep a record of the arrival and departure of participants for accounting purposes.

1. EVENT DAY - Registration / Help Desk / Participant Management
Man and coordinate the onsite Workshop Registration and Help Desk at the pre-event and event, working with 1 to 2 CEDEC Team members.
Ensure traffic flow and wayfinding at the pre-event and event-day Workshop.
Be the event script coordinator, ensuring production cuing, coordination and timekeeping.
Resolve all workshop participant problems that emerge during the Workshop.
Ensure ongoing participant touches throughout the event to ensure a positive workshop experience.

1. POST EVENT DAY
Respond to any questions participants may have following the event.
Ensure a final participants’ list is provided to CEDEC for the distribution of thank yous.
Facilitate participants’ completion of the post-event survey.
Contribute to event debrief meetings and event evaluation reports.
Attend post-event meetings, as required.

REQUIRED EXPERIENCE AND QUALIFICATIONS
Proposals must demonstrate a proponent’s qualifications and experience in providing end-to-end event and logistical management and coordination of the above-mentioned services. Specifically:

Experience in assisting and the design of onsite and hybrid public events.
Expertise in event calling and cue management.
- Familiarity with running show scripts and coordinating cues for speakers, performers, and media.
Event Setup and Teardown.
- Skilled and experienced in coordinating the setup, the operation, and the teardown of public events.
Participant Problem Solving and Troubleshooting.
- Ability to anticipate and respond to participant concerns and problems in a timely manner.
Accessibility Compliance.
- Facilitation of accessibility for all participants.
Superior Skills in interpersonal communication, attention to detail, time management, leadership and team coordination, and adaptability under pressure.

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 Event Planner 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 12, 2025, and should be sent by email to contracts-contrats@cedec.ca. Please put RFP: Flagship Report Workshop Event Planner 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

2025/11/07 09:04:14 AM EST

Bid Intent

Not Available

Question Acceptance Deadline

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

Questions are submitted online

Closing Date

2025/11/14 05:00:00 PM EST

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

Lump sum

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