Deep Tech Canada is seeking proposals from qualified and experienced conference organizers to provide comprehensive event management services for a large-scale, 3-day conference. The event will bring together leading researchers, industry professionals, and students in the field of advanced technologies. We anticipate an attendance of 400-500 participants and require expertise in the logistics and coordination of the event to ensure a seamless experience for all attendees and stakeholders.
Event Overview
- Event Dates: February 18-20, 2026
- Expected Attendance: 400-500 participants
- Event Location: The Victoria Conference Centre, Victoria, BC
- Organized by: Deep Tech Canada
Scope of Work
The selected conference organizer will be responsible for a wide range of event management services, which include but are not limited to the following:
1. Event Planning and Coordination
- Develop overall event strategy, including timelines, milestones, and task assignments.
- Coordinate with Deep Tech Canada’s internal teams and external vendors to ensure smooth event execution.
- Provide on-site event management to oversee logistics and operations during the event.
Note: Program development and speaker/sponsor communication will be handled by the Deep Tech Canada Team.
2. Venue Management
- Manage logistics such as space planning, room layout (e.g., general sessions, breakouts, exhibitor areas, poster sessions).
- Handle venue-specific services including Wi-Fi, power, security, and other requirements.
3. Audio-Visual and Technical Support
- Recommend and coordinate necessary AV equipment and technical services.
- Provide audio-visual setup including microphones, projectors, screens, lighting, and sound systems.
- Ensure on-site AV technicians are available to support during the event.
4. Printing and Show Services
- Organize printing and production of event materials such as signage, programs, badges, and handouts.
- Provide coordination for show services, including exhibitor and poster session management.
Note: All event materials (e.g., signage, programs, badges, handouts) will be designed and prepared by the Deep Tech Canada Team.
5. Catering and Refreshments
- Assist in sourcing and managing catering options for lunches, coffee breaks, and possible networking receptions.
- Manage dietary requirements and preferences for attendees, ensuring all needs are met.
6. Registration and Attendee Management
- Provide on-site registration support, including the management of the registration desk, attendee badges, and information packets.
- Assist in identifying setting up and managing a registration and conference app platform to streamline attendee registration, event scheduling, networking, and communication.
7. Volunteer and Staff Management
- Assist with training, scheduling, and coordination of volunteers.
- Oversee volunteer and staff activities throughout the event, ensuring they provide support in sessions, logistics, and customer service.
Note: Volunteer recruitment will be handled by the Deep Tech Canada Team.
8. On-Site Event Logistics
- Manage the flow of the event to ensure all sessions and activities stay on schedule.
- Coordinate transportation or shuttle services if needed.
- Troubleshoot and resolve any on-site issues to ensure a smooth experience for all attendees.
9. Post-Event Services
- Provide feedback and suggestions for future events based on your experience organizing this conference.
Submission Requirements:
Interested organizations are required to submit the following information as part of their proposal:
- Company Profile
- Brief overview of your company, including relevant experience in organizing similar conferences and events.
- Approach and Plan
- A detailed outline of your approach to organizing and executing an event of this scale. (We hope to start planning the event in July)
- Event Examples
- Examples of past events you’ve managed, with references from clients or event stakeholders.
- Timeline
- A proposed timeline for planning, preparation, and execution of the 3-day event.
- Cost Proposal
- A detailed cost proposal, broken down by service category.
- Staff Allocation Plan
- A detailed description of how your staff will be allocated to the event planning and execution process, including key personnel and their responsibilities.
- Value-Added Services
- Any additional services or innovative ideas that can enhance the overall event experience.
Proposals should not exceed 10 pages.
Proposal Submission Deadline:
All proposals must be submitted to info@deeptechcanada.ca by May 15, 2025.
Evaluation Criteria
Proposals will be evaluated based on the following factors:
- Experience and Expertise
- Demonstrated success in organizing large-scale, in-person conferences, especially those in scientific or technical fields.
- Clarity and Quality
- The quality and clarity of the proposed plan and approach to the event.
- Cost-Effectiveness
- Value for money provided in the proposed budget.
- Flexibility and Responsiveness
- Ability to respond to the specific needs and challenges of the event, and to be adaptable during planning and execution.
Terms and Conditions:
- Confidentiality: All proposals submitted will be treated as strictly confidential.
- Acceptance of Proposals: Deep Tech Canada is not obligated to accept the lowest-cost proposal or any proposal submitted.
- Currency: All proposed costs must be quoted in Canadian dollars (CAD).
- Proposal Preparation Costs: No payment will be made for the preparation or submission of proposals.
- Responsibility for Errors or Omissions: Deep Tech Canada will not be responsible for any costs incurred to correct errors or omissions for which the consultant is responsible. No additional fees will be paid for such remedial work.
- Clarification and Evaluation: Deep Tech Canada reserves the right to meet with any or all applicants during the evaluation process to clarify details within the proposals and to request additional information as needed for evaluation purposes.
Contact Information
For any questions or additional information, please contact:
Deep Tech Canada
Email: info@deeptechcanada.ca
We look forward to receiving your proposal and partnering with you to make this 3-day conference a successful and memorable event.
