Standing Offer – Events Management Services
EN578-060419/003/CX

Specifics for Government of Canada Clientele | Statement of Work | Call-Up Justification

Events Management Services DISO
Requirement & Statement of Work

Requirement

To provide event management services such as but not limited to meetings, conferences, workshops, summits, consultations, round tables, award ceremonies, galas, and opening ceremonies, on an “as and when requested basis”.

Statement of Work

Brent Moore & Associates Inc. (BMA) will be required to provide event management services on an “as and when requested basis” in support of government programs. These services include but are not limited to the following:

• Establishing and/or clarifying objectives and designing program content and formats;
• Budgeting and financial management including subcontracting and making payments to
  subcontractors;
• Negotiating sponsorship, partnership and official supplier arrangements;
• Establishing and coordinating all aspects of an event such as supplier negotiations, marketing and promotions;
• Arranging for the rental of space location (including identifying and negotiating with selected sites and facilities authorities);
• Coordinating media relations and media accreditation;
• Providing advice and managing protocol for dignitaries at the local national or international level;
• Arranging for facilitators;
• Arranging and providing for on-site security during and after hours;
• Providing risk management assessment;
• Arranging and providing for travel and accommodations for delegates and other personnel as required;
• Arranging and providing for transportation of participants and shipping of materials;
• Establishing registration procedures;
• Recruiting and registering of participants in both paper-based and automated environments as well as collecting registration fees;
• Planning and managing function room and audiovisual requirements (i.e. web-casting,
  video-conferencing);
• Arranging and providing for support services such as, report preparation, rapporteurs, desk top publishing, conference publishers, on-site translation, simultaneous interpretation, IT hardware and software, and electronic polling;
• Developing logos, letterheads and signage;
• Managing exhibits and booth setup;
• Managing hospitality, food and beverage;
• Selecting and making provisions for speakers;
• Arranging and providing for entertainment and family programs;
• Arranging for the production, printing, and distribution of related material, before, during and after the event;
• Collating and distribution of conference kits.

The above noted event management services could also include:

• Making or assisting in making key decisions related to event design, objectives and content, negotiations, personnel, financial management, and contingencies;
• Working with organizing groups and individuals to determine the purpose, parameters, policies and procedures for events;
• Preparing and/or executing a plan which meets the defined needs and culture of the organization holding events;
• Prospecting and negotiating for services which will be required in order to execute events;
• Hiring, training, motivating, and leading staff and volunteers;
• Arranging for a photographer;
• Arranging for a videographer;
• Establishing, monitoring and managing the financial objectives of events;
• Evaluating the impact of events on the image and success of the client organization holding the events;
• Maintaining logistical control of events; and
• Mitigating and managing risk.

BMA may be required to work at all hours, often on a continuous basis and to travel with little notice, for extended periods of time.

BMA may be required to provide services in both official languages.