Virtual and Hybrid Events 2026-2028

The vendor required to provide virtual and hybrid events 2026-2028for virtual and hybrid events over a multi-year term (2 +years).
- Include production, broadcast, and technical services for up to 10 events annually, with services required in both official languages (English and French).
- Requirement:
1. Virtual event services
•    A pre-event alignment meeting will occur as part of the event planning process. 
•    The vendor will be given a minimum of one (1) week’s advance notice for this meeting as the project team will not request vendor attendance on short notice. 
•    Webcast platform supporting up to 5,000 concurrent participants. 
•    Desktop, mobile, and tablet accessibility; optional dedicated mobile app 
•    WCAG 2.0+ compliance 
•    Real-time language toggle between english and French 
•    Simultaneous interpretation (parallel audio streams and bilingual floor feed) 
•    HD or 4k video recording, delivered within 48 hours 
•    30-day minimum hosting period for recordings; agency retains editing and ownership rights 
•    Live engagement tools: moderated Q&A, chat, live polling, quizzes, games, leaderboards, word clouds, whiteboards, document sharing
•    Post-event survey capabilities (bilingual, agency -hosted or platform-integrated) 
•    Customizable event screen layouts; graphics specifications to be shared with agency
•    Bilingual technical support via chat, email, or phone during live events and up to 60 minutes post event
•    Access to all event data in open formats (xml and json); encrypted in transit (TLS 1.3+), stored in country 
•    Speaker “green room” for pre-event technical checks at least 90 minutes before each event 
•    One dry run per event, approximately one week prior (flexible based on complexity) 
•    Post-event debrief meeting
2. Hybrid event services
•    2x HD and 4k cameras with monitors, cables, and stands
•    Laptops for bilingual presentations (1 English, 1 French)
•    Interpretation booth with minimum 50 wireless headsets
•    Audio: lapel microphones, handheld microphones, mixers
•    Video: monitors, projection screens, comfort monitors
•    Lighting system suitable for studio-quality broadcast
•    Stage risers, stairs, skirting, backdrop draping and poles
•    On-site personnel:
o    1x production manager
o    2x camera operators
o    1x webcast technician
o    1x video assistant
o    Technical representatives for setup and teardown
3. Optional add-on services
•    ASL and LSQ interpretation
•    Additional technical dry runs
•    Studio rental (NCR) for hybrid broadcasts or live recordings
•    Equipment rentals (audio, video, staging, laptops, lighting, interpretation booths)
•    Hourly labor (pre-production, editing, onsite production staff)
•    Captioning (live and post)
•    Reporting and analytics
4. Press conference and media support
•    A pre-event alignment meeting will occur as part of the event planning process. 
•    The vendor will be given a minimum of one (1) week’s advance notice for this meeting as the project team will not request vendor attendance on short notice.
•    Onsite or remote setup for media access (audio and video feeds)
•    Technical configuration for journalists to join virtually or in-person
•    Dedicated virtual green room or media briefing line for spokespersons
•    Distribution of press materials via secure digital link or during the session
•    Recording and secure delivery of media Q&A portions (if applicable)
•    Compliance with agency media protocol
•    Bilingual delivery and simultaneous interpretation, including Q&A sessions.