National Media Relations and Event Planning and Logistics Services

The Vendor is required to provide event planning and logistics services to support the national awards ceremony with the prime minister scheduled to take place in the fall of 2025 (to be confirmed).
- Media relations planning:
•    Attend planning meetings or conference calls with client with regards to the 2025 announcement and the launch of the 2026 award competition and nomination period. 
•    Develop a media plan for the announcement of the 2025 award recipients (maximum 67 awards). 
•    The media plan should include the content of the event pitch, a timeline, and target and distribution list.
•    Develop complete media lists for all national and local media outlets for all 2025 national certificate of excellence recipients (maximum 17 awards) and all 2025 regional certificate of achievement recipients (maximum of 50 awards) targeting national, regional and local, "home town" media. d) develop pitch stories and notes, in English and in French, for each 2025 recipient (maximum 67 awards), which includes a description of their achievement, highlights of their teaching style and a hyperlink to the recipient’s profile on the award website (once recipient profiles are posted on website)
•    Develop a media plan for the launch of the 2026 award competition and nomination period. 
- Media relations outreach and coordination activities:
•    Distribute government news release announcing the 2025 recipients to media across, including pitch notes of each recipient (maximum 67 awards). 
•    Coordinate and facilitate media interviews for all 2025 recipients (maximum 67 awards). 
•    Agency will provide recipient contact information. 
•    Undertake media relations, in English and in French, to encourage and facilitate media interest for all 2025 award recipients (maximum 67 awards). 
•    Contact national, regional, and local media outlets to provide pitch stories and notes. 
•    Follow up with media outlets to encourage coverage of award recipients, answer any questions and coordinate interview requests. 
•    Undertake media relations, in English and in French, to encourage and facilitate media interest in the 2025 national cervficate of excellence recipients that will be honored at the national awards ceremony (maximum 17 awards). 
•    Contact national, regional, and local media outlets to provide pitch stories and notes. 
•    Follow up with media outlets to encourage coverage of award national recipients, answer any questions and coordinate interview requests. 
•    Distribute news release announcing the launch of the 2026 award competition and nomination period.
- Media relations evaluation, measurement and reporting:
•    Participate in post mortem meetings with client with regards to the 2025 announcement and the 2026 launch and provide recommendations for future improvement. 
•    Provide a detailed media report with an executive summary explaining the approach taken and the reach, and including specific details and copies (or links) of all media coverage received in any language for both the 2025 award recipient announcement and the 2026 award competition launch, including feedback on the media relations strategy and providing suggestions for possible future improvement.
- Event planning and logistics (prior to national awards ceremony):
•    Provide planning support and client liaison leading up to the national ceremony. liaise with service providers and members of other firms hired by agency under separate contracts (i.e. multimedia firm, A/V supplier, photographer, caterer, venue coordinator etc.) to plan and confirm awards ceremony and reception details and activities, such as menu selection, seating plans, security and the playing of the national anthem.
•    Attend site visits of proposed event venue and pre-event walk through.
- Direct costs (national awards ceremony):
•    Provide an anthem singer for the awards ceremony. 
•    The contractor must propose appropriate anthem singer options to award program manager for approval prior to event. 
•    The fees for the anthem singer are limited and should be covered by the contractor. 
•    Provide approximately 120 to 150 name badge cards with name badge holders and lanyards required for all national awards ceremony attendees.
- Event logistics (during national awards ceremony):
•    Provide staff, on-site support and client liaison at awards ceremony and post-event reception to ensure a smooth execution of the event, including supervision and assistance with set-up and tear-down, provide on-site inspections, assist with the coordination and distribution of certificate frames, assist in the transport of items to the award ceremony location (i.e. certificate frames, award banners and pop-ups, name tags). 
•    Provide bilingual staff and on-site support to assist with registration at the awards ceremony, including providing a list of invited guests, confirming attendees and distributing name tags. 
•    Provide bilingual staff and on-site media relations support for media registration desk at the awards ceremony.
- Post-event tasks and meeting:
•    Provide a final list of confirmed attendees to client, according to category after the event. 
•    Participate in post mortem meeting with client with regard to the 2025 national awards ceremony and provide recommendations for future improvement.
o    Media relations planning:
•    Completion of media plan, in either word, excel or PowerPoint form, for the announcement of the 2025 award recipients (September 5, 2025). 
•    Completion of media lists, in either word, excel or PowerPoint form, for all 2025 award recipients (September 22, 2025). 
•    Completion of pitch stories and notes, in either word, excel or PowerPoint form, for all 2025 award recipients (September 22, 2025).
•    Completion of media plan, in either word, excel or PowerPoint form, for the launch of the 2026 award competition and nomination period (September 5, 2025).
- Media relations outreach and coordination activities: 
•    News release distributed for the announcement of the 2025 award recipients (week of September 29, 2025). 
•    Coordinate media interviews for all 2025 award recipients (week of October 6, 2025 to November 28, 2025). 
•    Agency news release distributed for the launch of the 2026 award competition (week of September 29, 2025).
- Media relations evaluation, measurement and reporting: 
•    Final media report, in either word, excel or PowerPoint form, provided to client in word format (week of December 8, 2025).
- Media relations evaluation, measurement and reporting:
•    Final media report, in either word, excel or PowerPoint form, provided to client in word format.
- Contract Period/Term: 1 year