Cet avis d’emplois vacants est aussi disponible en français.

• 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.

2. 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.

3. 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:

1. A cover letter summarizing your proposal, your expertise, your experience, and most importantly, why CEDEC should select you as the preferred supplier.
2. A professional curriculum vitae or business profile demonstrating that you have the qualifications and experience to fully respond to the requirements of this RFP.
3. 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.
4. Three examples of previous and similar events, especially the design and delivery of onsite and hybrid English and French events.
5. 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. 

Cet avis d’emplois vacants est aussi disponible en français.

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 30^th, 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.
• • 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:

1. A cover letter summarizing your proposal, your expertise, your experience, and most importantly, why CEDEC should select you as the preferred supplier.
2. A professional curriculum vitae or business profile demonstrating that you have the qualifications and experience to fully respond to the requirements of this RFP.
3. 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.
4. Three examples of previous and similar events, especially the design and delivery of onsite and hybrid English and French events.
5. 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, 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.