Basic Information

Reference Number

0000285532

Issuing Organization

Human Resources Professionals Association (HRPA)

Owner Organization

Human Resources Professionals Association (HRPA)

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

Title

HRPA Preferred Audio/Visual (AV) Supplier

Source ID

PP.OTH.Ont..1065338.C106962

Details

Location

Canada, Ontario, Toronto

Delivery Point

Toronto

Purchase Type

Term: 2025/02/10 12:00:00 AM EST - 2025/11/28 12:00:00 AM EST
Option: Multiple Events (Dates in RFP)

Description

HRPA hosts a handful of hybrid events for its members and the public annually. These events range in size and scope, from ~250 to upwards of 1000 attendees in person, and another 1000+ attendees online per event. Each event features speakers in various formats (e.g.: keynote, fireside chat, panel) and multimedia presentations. Larger-scale events have an elevated production value; all events must bring the ‘wow’ to in-person and virtual audiences.

HRPA is seeking a firm to own audio/visual production of HRPA events that:

Respect and fall within each unique event budget.
Use trusted and innovative technology to bring the ‘wow’ to both in-person and virtual audiences.
Maintain HRPA’s brand integrity and is well-versed and experienced working with professional associations.

The successful vendor will:

Kick off each event by understanding its personality, objectives, audience and budget.
They will prioritize transparency by maintaining two-way communication with the HRPA Events Team throughout the planning process.
Work autonomously, where HRPA will provide support as needed

Dates

Publication

2025/01/17 11:52:33 AM EST

Bid Intent

Optional

Bid Intent Deadline

2025/02/04 12:00:00 PM EST

Question Acceptance Deadline

2025/02/04 12:00:00 PM EST

Questions are submitted online

Yes

Closing Date

2025/02/05 05:00:00 PM EST

Contact Information

Leanna Hollett-Sun

416-877-3682

lsun@hrpa.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

Lump sum

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	No	No
No entries

Additional Bidding Instructions

Vendors are encouraged to succinctly provide as much detail as possible in the RFP regarding their capability and expertise on producing hybrid events for various audiences
Your proposal should include the following information, in the order listed below:

Qualifications;
1. Describe the history and structure of your organization – length of time in business, description of ownership, principle location, and number of employees;
2. Describe the capacities of your organization;
3. Describe all personnel who will be assigned any work for this project. Provide a summary of their qualifications, including whether they hold any designations. Indicate who will serve as lead/primary contact for this project;
Experience;
1. Provide a brief summary of your organization’s experience with hybrid events;[TS1]
2. Provide a brief summary of other, related work that your organization has performed;
3. Provide three references of current or former clients for projects completed in the last three years which would be similar to the work described in this RFP;
4. Provide any additional information that would support your organization’s qualifications and experience;
Project Approach
1. Describe how you will accomplish the scope of work of this project;
2. Describe the methodology to be used and your approach to the deliverables;
3. Provide an estimate of the total time required for all activities related to this project;
4. Provide a description of the detailed timelines to accomplish the project;
5. Detail costs related to conducting this project, by phase;
6. Describe how you would foresee utilizing support requirements from HRPA; and
7. Provide a complete budget for the project.

This RFP requests specific information and, when responding, vendors are encouraged to provide any additional information they believe is relevant. Examples of previous work must be included, and the full RFP must be submitted by the deadline listed in the timeline. Also, please note that upon confirmation of engagement, a non-disclosure agreement will need to be signed off.

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