Request for Proposals: Event Planning Services

Introduction 

Carolinian Canada Coalition (CCC) is a network of leaders growing a green future through healthy landscapes in Ontario’s Carolinian Zone. We collaborate for healthy ecosystems in the spirit and practice of reconciliation in southern Ontario with 300 diverse groups and 5,000 people across southern Ontario through multi-partner platforms. We focus on bringing native plants back to the landscape, saving wildlife, water and the way of life for all Peoples. 

To amplify our impact, we are seeking a qualified marketing and event planning agency to develop and implement a marketing and engagement strategy that will support the success of our signature annual event, the Hope in the Land Expo (occurring April 5, 2025, in London, ON). 

This RFP outlines the scope of work, desired qualifications, submission guidelines, and selection criteria for agencies interested in partnering with CCC. 

Objective 

The chosen agency will collaborate with CCC to plan, promote, and deliver a major public-facing event in a way that aligns with CCC’s mission and values, ensuring the event’s success as a platform for community engagement and showcasing native plant solutions across diverse audiences including Indigenous and/or racialized people and communities. 

Scope of Work 

  1. Expo Planning and Execution: 

Integrate a Two-Eyed Seeing approach with a focus on safe and ethical spaces throughout the event planning and execution. 
Recruit and manage relationships with exhibitors, sponsors, and vendors with approaches that ensure objectives are met and brave/safe/ethical space is maintained throughout 
Coordinate CCC staff and volunteers before and during event day to ensure smooth operations 
Work with event advisory committee and Indigenous partners to deliver reciprocal benefits and effective event strategies. 
Enhance community outreach and engagement through innovative campaigns and partnerships, with strategies identified for outreach inclusive of Indigenous and racialized communities. 
Promotional and engagement tactics, e.g. merchandise procurement and merchandising agreement with Indigenous artist, paid promotion, local outreach, creative marketing approaches 
Earned media strategy to connect with southwestern Ontario’s media market 
Pre-event and event-day promotional and engagement tactics, e.g. livestreaming, giveaways, speaker/exhibitor spotlights 

  1. Reporting and Metrics 

Provide periodic updates on project performance and progress. 
Submit a post-project report with actionable recommendations for future improvement. 

 

Proposal Requirements 

Agencies are invited to submit a proposal that includes: 

  1. 1. Agency Overview 

Brief history and expertise in marketing and event promotion. 
Relevant experience with conservation, Indigenous, or non-profit organizations.
 

  1. 2. Approach and Methodology 

Proposed approach to achieving project objectives. 
Project timeline and key milestones. 

  1. 3. Case Studies or References 

Examples of past work in similar projects. 
Contact information for two references. 


  2. 4. Team and Resources 

Bios of key team members assigned to the project. 
Resources and tools available for the project. 


  2. 5. Budget Proposal 

Itemized cost estimate (e.g., hourly rates, deliverable costs). 
Optional: Alternative pricing models. 

  1. 6. Work Samples 

Include any supporting materials showcasing creativity and results-driven work. 

Shape 

Timeline 

Milestone 

Date 

RFP Issued 

Wednesday, November 27, 2024 

Proposal Submission Due 

December 16, 2024 

Selection Notification 

December 20, 2024 

Project Start Date 

January 6, 2025 

Hope in the Land Expo 

April 5, 2025 

 

Selection Criteria 

Proposals will be evaluated based on: 

Alignment with CCC’s mission and objectives. 
Creativity and feasibility of the proposed strategy. 
Proven track record in event planning. 
Demonstrated ability to work interculturally across diverse audiences. 
Value for money (budget and cost-effectiveness). 
References and demonstrated results. 

Shape 

Submission Guidelines 

Please submit your proposal in PDF format to jobs@carolinian.org with the subject line including “EPS2024”. 

For inquiries, contact: 
Siobhan Mullally 

Siobhan.mullally@carolinian.org 

Submission Deadline: December 16, 2024 

We live on traditional territories. 

Carolinian Canada Coalition acknowledges that we live on the traditional territories of many nations including the Anishinaabe, the Haudenosaunee, the Lunaapeew, the Wendat and the Mississauga. We acknowledge all Indigenous Nations that still call this land home and the many, diverse First Nations, Metis and Inuit peoples who have moved here since. 

Carolinian Canada acknowledges the inherent and treaty rights of the Indigenous peoples of Turtle Island. We acknowledge the Royal Proclamation of 1763, which serves as the basis for the treaty-making process and is the first legal recognition of aboriginal rights and titles. Carolinian Canada acknowledges all the treaties that have been signed related to this land.  

We acknowledge the Two Row Wampum and the One Dish One Spoon Wampum. We commit to the teachings they hold and our duty to learning more. 

Carolinian Canada acknowledges the role we must play in Indigenous reconciliation. We are committed to building relationships and working with Indigenous Nations. We will continue to create safe spaces for Indigenous and non-indigenous perspectives to meet and discuss the issues that matter to everyone. 

Shape

Additional Notes 

CCC reserves the right to reject any or all proposals. 
This RFP does not constitute a commitment to accept any service or incur any expense. 

 

We look forward to reviewing your proposal and exploring how we can achieve our goals together! 

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