2026 International Indigenous Tourism Conference

Tender Information
Author ahnationtalk
Deadline June 28, 2024
Name Indigenous Tourism Association of Canada
Type RFP
Region BC
Email keith@indigenoustourism.ca
Sector Public Sector
Category Tourism

INFORMATION TO BIDDERS

1. RFP Information Summary:

Indigenous Tourism Association of Canada (ITAC) is a non-profit member-based organization that is committed to growing and promoting a sustainable, culturally rich Indigenous tourism industry.

ITAC is seeking interest from potential destinations to co-host and support investment of the 2026 International Indigenous Tourism Conference (2026 IITC). Any non-profit, profit, Indigenous or non-Indigenous organization or event planner is eligible to submit regardless of location or ownership from anywhere in Canada.

The IITC has been successfully built, in partnership with ITAC for the past nine years having been delivered in British Columbia, Nova Scotia, Quebec, Alberta, Manitoba and Saskatchewan, with 2024’s IITC being hosted in Ottawa, ON. ITAC has continued to build the IITC registration delegate lists and is prepared to share information from prior conference planning to the successful host organization interested in co-hosting the 2026 IITC.

2026 International Indigenous Tourism Conference Project Details:

Conference Details:

  1. Dates must fall in the last week of February – preference is for a Tuesday – Thursday timeframe
  2. Must be 3-days and have availability for load in prior to the event and strike time post event

Venue Requirements

  1. Plenary hall that can accommodate a minimum of 1200 delegates in seated rounds for welcome ceremony, plenary sessions and meals.
  2. A minimum of 5 breakout rooms that can seat a minimum of 190 delegates each
  3. Additional hall/space to accommodate an artisan marketplace including 60+ tables.
  4. Hall/space to accommodate welcome reception on first night
  5. Able to provide breakfast and lunch during full conference days.
  6. Able to host Indigenous Chefs in venue kitchen (vetted by Indigenous Culinary of Associated Nations) to deliver Welcome Reception
  7. Proposal Requirements

Co-Host Organization RFP Submission Deliverables

The co-host organization will provide a written submission that outlines the following items:

  1. Introduction about the bidding organization.
  2. Clarification of key team members and their bios, including key lead for potential negotiations with IITC.

2.1.  IITC establishes a specific conference working committee each year. Therefore, the cohost needs to identify their representatives who would participate on the 2026 IITC Steering Committee.

  1. Outline of past or current involvement with local Indigenous people, Indigenous tourism, including stated Indigenous policies with the organization, if non-Indigenous.
  2. Outline experience in supporting conferences, particularly with a conference of this size.
  3. Confirm sponsorship potential to be considered co-host in your location if part of your submission. Please note that past IITC co-hosts have committed a minimal direct cash of approximately 25% of the overall conference budget as their sponsorship (expectation of a minimum investment of $500,000. If successful, the co-host will be required to pay ITAC their 2026 IITC sponsorship within 30 days after public announcement for the 2026 IITC expected in spring, 2025.
  4. It is preferred that co-host bidders have attended past IITC’s; preference may be given to host destinations that have sponsored the IITC ahead of their submission.
  5. Destinations with partners of the Indigenous Tourism Destination Fund will be given special consideration. This can include but is not limited to: hotels, convention centre, tour providers, airport, DMO contributions etc. that are under contract in the fund.
  6. Have the conference dates on hold with the proposed venue on behalf of ITAC.

8.1.  ITAC will sign any contracts with the venue, the co-host will not be a signatory.
8.2.  Additionally hold the day prior and the day after the proposed conference dates to accommodate load in a strike time.

  1. Distance from airport (by taxi/uber and public transit).
  2. Number of hotels in the direct vicinity of the conference venue and walking distance from the venue.
  3. Provide a list of transportation providers in the area (shuttles will be required for the cultural tour day).
  4. Venue floor plans with proposed space requirements

B. Planning

  • ITAC and its Event Production team will work with the co-host organization to prepare IITC planning documents as soon as this RFP is successful detailing the following deliverables:
    • Target 1,200 registered delegates.
    • Involve no less than 10 international countries.
    • Robust pre-conference Indigenous tours for delegates and Indigenous-focused familiarization tours for travel trade and media.
    • Adequate space for plenary, breakout sessions, cultural tours, gala award evenings and all provided meals for delegates.
  • The host organization is prepared to work in strong partnership with ITAC.
  • ITAC will lead the planning of IITC with support from the co-host. ITAC will be responsible for management of budget and contractual obligations including receipt of sponsorship funds and agreements.
  • The documentation will outline any additional requirements by the proponent including the following expectations:
    • Process to support the 2026 IITC overall budget in partnership with ITAC.
    • Proposed conference location, accommodations and catering for delegates based on the dates approved by ITAC for no less than 1,200 delegates.
    • Process to review ITAC list of past national and international delegates for marketing and invitations.
    • Process to attract new conference sponsors to the event (those who have not previously sponsored an IITC and are not included as part of the co-host bid).
    • Support ITAC to recommend and secure national and international presenters of interest to the delegates based on the conference theme.
    • Assist ITAC to deliver the National Indigenous Tourism Awards Gala evening.
    • Assist ITAC with Indigenous cultural tours for delegates including identification of Indigenous tourism operators and transportation to and from off-site locations as required.
    • Process for amplifying the 2026 IITC to local delegates, including conference agenda instruction for registration, accommodations, Gala Awards and Indigenous Cultural Event(s).
    • Assist ITAC negotiate conference accommodation rate with hotels.
    • Consideration of Indigenous food and beverage inclusions throughout the conference program, including the ability for the Indigenous Culinary of Associated Nations (ICAN) to collaborate, develop menus, access on-site kitchens and include traditional Indigenous food ingredients in menu development.

2. TERM:

The term of the co-host organization will commence immediately after the RFP is awarded, expected in July, 2024, and will be completed two months after the date of the 2026 IITC once determined.

The successful event destination will be under embargo until announced publicly at the IITC in 2025.

3. REFERENCES (Optional):

ITAC may conduct reference checks of the successful host organization. ITAC will not enter into an agreement to host the 2026 IITC with any host organization whose references, in the opinion of ITAC, do not confirm the information provided in the RFP.

4. SUBMISSION INFORMATION:

The host organization must outline the required information described in the Section A: Requirements and in consideration of Section B: Planning in a precise manner. ITAC is seeking a 3-6 page outline in order to assess potential host organizations.

The host organization shall also submit the following information with their quotation:

  • Sign and return the RFP page as written confirmation.
  • Provide a minimum of two (2) references and their contact information. (Optional)

5. INQUIRIES:

All responses to the RFP and any inquiries regarding the services of the anticipated contract or the administrative details of the RFP are to be directed to:

Keith Henry
President and CEO
Indigenous Tourism Association of Canada
333 Seymour St
8th Floor
Vancouver, BC V6B 5A7
Phone: 778-388-5013
Email: keith@indigenoustourism.ca

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