Event Management Services: Women’s Health Research Conference – March 2026 (Request for Proposals) 1. Summary and Background The Canadian Partnership for Women and Children’s Health (CanWaCH) and Women’s Health Collective Canada (WHCC) are jointly accepting proposals for the provision of event management services for a three-day women’s health research conference to be held in Toronto, Ontario between March 23-25, 2026. This conference is being jointly hosted by CanWaCH, WHCC, and partners. The event will convene researchers, government stakeholders, practitioners, clinicians, advocates, and others from across the country to: Elevate the profile of women’s health research in Canada; Showcase the work of researchers and collaborators in women’s health research in Canada; Strengthen networks and partnerships; and Explore opportunities for investment and innovation in the sector. 2.1 Proposals to deliver event management, planning and coordination services must be submitted no later than 11:59 pm EST, Thursday, August 28 th , 2025. All proposals must be signed by an official agent or representative of the organization submitting the proposal. 2.2 If outsourcing or subcontracting is involved, please identify the third party and the scope of their work. 2.3 All costs must be itemized, inclusive of taxes, fees, and any anticipated travel, printing, or licensing. Three quotes are required for any major vendor costs. 2.4 This is a consulting agreement. The selected firm is responsible for meeting all applicable legal and tax obligations. No employment relationship with either CanWaCH or WHCC will be created. 2.5 Final contract terms will be negotiated following selection. 3. Project Purpose, Description and Scope 3.1 Project Purpose CanWaCH and WHCC are jointly seeking an experienced event management firm to deliver all logistics, project management and coordination support for a Women’s Health Research Conference in Toronto, Ontario between March 23-25, 2026. The in-person event will bring together approximately 200 attendees over three days and include plenary sessions, panels, workshops, and a networking reception. 3.2 Scope of Work Project Management Creation and updates to critical path/workback plan Budget tracking and reporting aligned to CanWaCH and WHCC requirements Weekly status meetings with CanWaCH and WHCC event leads (frequency may adjust) Final report summarizing attendance, logistics, lessons learned, and budget outcomes Outline risk mitigation and contingency planning, including speaker cancellations or format changes Venue & Accommodation Please note that a venue has already been secured for the duration of the event. Liaison with the venue as needed Coordinate all bookings and room configurations for plenaries, breakouts, receptions Manage guest room hotel block for attendees and invited speakers Source and manage catering (unless in-house catering restricts this) Logistics & Operations Liaise with in-house audio-visual provider Coordinate stage design, signage, and print materials Source photographer and arrange coverage (3 quotes) Coordinate insurance requirements Coordinate with CanWaCH and WHCC digital communications staff for website and social media updates Registration Set up and manage online registration via agreed-upon platform Coordinate app-based communication and updates Prepare and manage delegate badges, including late/on-site registrations Bilingual registration desk and on-site support team On-Site Support Full bilingual team support across both days for logistics, registration, AV, F&B Conduct run-throughs and manage live delivery of A/V and presentation support On-site troubleshooting and vendor liaison Speaker Coordination Manage abstract submissions process, in accordance with conference timelines and guidelines. Once speakers are confirmed by CanWaCH and WHCC, manage speaker coordination:Collect speaker bios, headshots, presentation decks (bilingual – translation to be provided by CanWaCH for all materials) Coordinate speaker travel/accommodation (air/rail/hotel) Prepare and circulate speaker briefing materials Track visa/travel needs where applicable Collect release waivers and forms as required Sponsorship Should a third party express interest in sponsoring, the event management firm will liaise with the sponsor and coordinate benefits and deliverables as needed. Sustainability, Inclusion and Accessibility Proposals should articulate environmentally responsible practices related to the planning and delivery of the event. Please outline measures to ensure accessibility for persons with disabilities. Highlight efforts to reflect inclusive and culturally appropriate practices, including respectful engagement with Indigenous peoples and gender-diverse people. 4. Project Timeline 4.1 Deadline for proposal submission: 11:59 PM ET, August 28, 2025 4.2 Selection of winning bidder: September 3, 2025 4.5 Final report delivered by: 25 April 2026 5. Budget Proposals must include: Full cost breakdown by activity or deliverable Description of all anticipated fees and applicable taxes Consideration for time to acquire 3 quotes for vendor services (where not limited by venue) speaker coordination, interpretation, AV 6. Evaluation Criteria Proposals will be assessed based on: Clarity and completeness Proposed methodology and alignment with CanWaCH and WHCC staff needs Demonstrated experience managing similar events in scale and complexity Experience working with women’s health, health research, non-profit organization and social policy organizations Budget feasibility and transparency Demonstrated commitment to sustainability, inclusion, and accessibility Ability to provide bilingual service and speaker coordination support Composition and qualifications of the proposed project team, including role descriptions, relevant experience, and level of involvement Please submit proposals via email to: Director of Global Health Impact Canadian Partnership for Women and Children’s Health (CanWaCH) CanWaCH and Women’s Health Collective Canada #J-18808-Ljbffr