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Request For Proposals – Audio Visual Production Services – IAMC-TMX Line Wide Gathering 2027

Issued By

Cando on behalf of the Indigenous Advisory and Monitoring Committee for the Trans Mountain Expansion and Existing Pipeline (IAMC-TMX)

Event Information

  • Event: IAMC-TMX Line Wide Gathering 2027
  • Location: Vancouver Island Conference Centre (VICC), Nanaimo, British Columbia (anticipated)
  • Event Dates: March 3-4, 2027
  • Attendance: Approximately 250 participants with capacity for growth
  • Submission Deadline: December 7, 2026, 11:59 PM Pacific Time

1. Background

The IAMC-TMX Line Wide Gathering is the organization’s flagship annual conference and convenes approximately 250 participants from Indigenous communities, federal departments, regulatory agencies, industry, and partner organizations.

IAMC-TMX seeks a professional Audio Visual Production Partner to support the successful delivery of conference programming through comprehensive event production services.


2. Purpose

The purpose of this RFP is to secure an experienced AV production company capable of providing full-service conference production including:

  • Audio systems
  • Lighting systems
  • Video production
  • LED display solutions
  • Recording services
  • Technical staffing
  • Livestream capabilities
  • Event production management
  • Event infrastructure
  • Branded production elements

Recording conference content is a key event priority.


3. Event Overview

The Line Wide Gathering generally includes:

  • Plenary Space
    • Opening ceremonies
    • Keynotes
    • Panels
    • Fireside chats
    • Youth discussions
    • Closing sessions
  • Breakout Sessions
  • Up to six concurrent breakout rooms
  • Vendor Village / Networking Space
  • Exhibitor area, receptions, and networking activities

4. Scope of Services

The successful proponent shall provide all labour, equipment, transportation, setup, operation, and dismantle services.

A. Event Production Management

Provide:

  • Dedicated project manager
  • Technical planning meetings
  • Event production schedule
  • Venue coordination
  • Crew scheduling
  • Risk management plans

B. Plenary Room Production

Audio

Provide:

  • Professional sound reinforcement
  • Wireless handheld microphones
  • Wireless lapel microphones
  • Podium microphones
  • Stage monitors
  • Audio playback capability
  • Audio recording
  • Audience microphones for room audio capture

Video

Provide:

  • Multi-camera coverage
  • Video recording
  • Live video switching for in-room displays, recording and livestream
  • IMAG (Image Magnification) capabilities on in-room displays
  • Presentation management and switching
  • Presentation accessories, including slide advancer and stage timer
  • LED wall options
  • Confidence monitors displaying content and/or notes as required
  • Playback systems
  • Graphics support

Optional:

  • Livestream services
  • Remote presenters

Lighting

Provide:

  • Stage wash lighting
  • Lighting suitable for quality video and recording
  • Audience lighting as required
  • Atmospheric room lighting
  • Stage design enhancements

C. Breakout Rooms

Provide AV services for up to six breakout rooms including:

  • Projector and screen
  • Presentation laptop
  • Wireless microphone
  • Speakers
  • Technical support

D. Registration and Vendor Village

Provide:

  • Background audio
  • Event announcements capability
  • Atmospheric lighting
  • Video display support

5. Recording Requirements

Recording services are considered a priority component of the contract.

The successful proponent shall provide professional recording services for:

  • Opening sessions
  • Keynote speakers
  • Plenary sessions
  • Panel discussions
  • Fireside chats
  • Lessons learned discussions
  • Youth speaker presentations
  • Closing sessions
  • Selected breakout sessions

Recording Standards

All recordings should include:

  • Multi-camera coverage where appropriate
  • Professional audio capture
  • Backup recording systems
  • File organization and naming conventions
  • High-definition recording

6. Recording Deliverables

The successful proponent shall provide:

  • Raw video footage
  • Raw audio files
  • Edited master recordings of plenary sessions
  • Speaker presentation recordings
  • Session logs
  • Digital file transfer

Files shall be provided within ten (10) business days following the event unless otherwise agreed.


7. Technical Staffing

Proposals should identify all proposed crew positions including:

  • Production Manager
  • Audio Technician
  • Lighting Technician
  • Video Director / Switcher Operator
  • Graphics / Presentation Operator
  • Camera Operators

Proponents should indicate whether local technicians will be utilized.


8. Indigenous Participation

IAMC-TMX is committed to creating meaningful opportunities for Indigenous businesses and professionals. Proponents are requested to identify and describe:

  • Indigenous ownership of the company;
  • Indigenous leadership within the project team, including the project manager, and/or lead technician(s);
  • Indigenous employment opportunities associated with the project;
  • Indigenous subcontractors or partner organizations that will contribute to project delivery;
  • Previous experience supporting Indigenous conferences, gatherings, community events, or cultural events;
  • Approaches to incorporating Indigenous values, protocols, and community relationships into service delivery.

Proponents should clearly identify whether they are:

  • Indigenous-owned;
  • Indigenous-led;
  • Joint ventures with Indigenous partners; or
  • Non-Indigenous firms partnering with Indigenous businesses.

Preference may be given to Indigenous-owned or Indigenous-led businesses, or to proposals that demonstrate meaningful Indigenous participation in project delivery.


9. Proposal Requirements

Proponents shall provide:

  • Company Profile
  • Relevant Experience

Examples of:

  • Conferences
  • Indigenous gatherings
  • Multi-room events
  • Livestream productions

Technical Approach

Including:

  • Equipment lists
  • Staffing plans
  • Recording methodology
  • Event support model

Pricing

Separate pricing should be provided for:

  • Plenary room production
  • Breakout rooms
  • Vendor village
  • Recording services
  • Livestream services
  • Optional LED wall
  • Optional post-production editing

10. Evaluation Criteria

CriteriaWeight
Technical Capacity & Experience35%
Relevant Event Experience25%
Indigenous Ownership & Participation15%
Project Team15%
Price10%

Note: The ability to successfully capture, manage, and deliver high-quality recordings for future editing, social media use, website content, and archival purposes will be considered a significant factor in proposal evaluation.

Posted in

IAMC-TMX

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The IAMC-TMX is accepting applications for an Executive Director. About the Role Engagement Status: Full-time independent contractor, 12-month renewable term, up to March 31, 2030 Location: Remote home office, with travel to Committee and community meetings in British Columbia and Alberta Expected Travel: Approximately 10–20% Reports to: The Committee as a whole, with day-to-day operational direction from the Co-Chairs within authority delegated by the Committee. This opportunity is best suited to a seasoned leader who has worked in complex governance, public sector, Indigenous, major project, regulatory, or multi-party environments and can quickly earn trust across groups with different authorities, accountabilities, interests, and histories. For more information and to apply, visit: https://ca.indeed.com/job/executive-director-b070b48b7ec17ae3

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We're saddened to hear of the passing of Peter Snow. During his time with IAMC-TMX, Peter contributed to the Indigenous Monitoring Subcommittee and served on the Indigenous Caucus for three years. His involvement supported efforts to strengthen Indigenous participation in monitoring and oversight. We offer our condolences to his family, friends, and all who walked alongside him in this work. He will be missed and remembered.

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1 Comments

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