The Board of Vision Quest Conferences Inc. is soliciting conference management and coordination proposals for the program development, fundraising, marketing supervision and presentation of the Vision Quest Conference and Trade Show for the 2026 event and beyond.

Formed in 1997, Vision Quest Conferences Inc. Board is a consortium of five Manitoba Indigenous Community Futures Economic Development Corporations: Cedar Lake, Dakota Ojibway, Kitayan, North Central, and Southeast.

Vision Quest will celebrate its 28th Conference & Trade Show this May, with over 1,600 having participated and a sold-out Trade Show in 2024. Over the past 27 years, over 24,000 people have participated.

Program Overview :

• Pre-Conference Courses
• 2 motivational keynote speakers
• 14 interactive workshops including an empowering youth program
• 100+ Trade Show exhibits
• Cultural presentations and entertainment
• Continental breakfasts, lunches, refreshments breaks, Banquet
• Networking opportunities

Skills and Expertise Required:

• conference and trade show planning experience in local and national events
• programming experience - youth, business, community, culture
• experience soliciting, negotiating and liaising with government funders, sponsors, exhibitors, suppliers, speakers and entertainers
• knowledge and experience in working with Indigenous communities
• knowledge and experience with Indigenous cultural protocols
• experience working with the business community at large
• knowledge of current issues relating to Indigenous communities, economic and business development
• the basics of CED and community development
• ability to assemble a team; supervise staff and volunteers
• knowledge and experience in marketing, promotions and communications
• experience in developing and administering project budgets
• experience with mass media advertising
• knowledge and experience in working with the non-profit sector, volunteer board and charitable organizations

Timeline:

Question Submission Deadline - Friday, February 28, 2025 - 4:30 pm

Question Responses - Friday, March 7, 2025 - 4:30 pm

Proposal Submission Deadline - Friday, March 14, 2025 - 4:30 pm

Pre-selection Interviews Completed - Wednesday, March 26, 2025 - 4:30 pm

Contract Awarded - Friday, April 11, 2025 - 4:30 pm

Transition / Orientation Plan established - Pre/during/post 2025 event

Contract Start Date - September 1, 2025

Contract Completion Date - August 31, 2026

Evaluation of Conference Coordination Proposals

The Board of Directors of Vision Quest Conferences Inc. (VQ) will be the lead source for contract negotiations and approvals. Upon closing, VQ will review all proposals. Only proposals meeting the outlined criteria will be further evaluated. Contractors and their sub-contractor/team will be required to participate in an interview prior to awarding the contract.

It is anticipated that only one contract will be awarded pursuant to the RFP. The following list provides a weighting of the evaluation factors:

• 50% Quality of match between qualifications/capabilities and experience, project scope and requirements
• 20% References
• 30% Proposed Fee for Service

Proposal Submission

Please ensure your proposal submission includes the following:

• Proposed activities/actions
• Cost/Breakdown of Fee for Services
• Principals involved
• Experience and references

To obtain the detailed Request for Proposal: Please forward your company name, contact name, brief experience summary, email and phone number to:

Carol Johnston

Chairperson, Board of Directors

Vision Quest Conferences Inc.

Tel: 204-942-5049

www.vqconference.com