Request for Proposals: Conference Photography and Videography Services

1.0 Introduction

The First Nations Health Managers Association (FNHMA) provides leadership in health management activities by developing and promoting quality standards, practices, research, certification, and professional development to expand capacity for members and First Nations health organizations. Members can assist their organizations to maximize their use of resources, strengthen decision-making, and deliver quality programs. FNHMA and its members’ successes contribute to strengthening the health management capabilities of First Nations organizations in Canada. FNHMA is for First Nations by First Nations; however, other Indigenous and non-Indigenous individuals are able to access services.

For more information on FNHMA, visit www.fnhma.ca.

Purpose

FNHMA is seeking proposals from qualified individuals or companies to provide professional photography and videography services for FNHMA’s 13^th Annual National Conference taking place in Montreal, QC, at the Doubletree by Hilton Downtown, from November 4 – 6, 2025.

This is a request for proposal (RFP) and not an invitation to tender

Scope of Work

The selected vendor will be responsible for the following deliverables:

• Pre-event Planning:
  • Initial consultation to discuss event goals, theme, and photography/video requirements specific to the FNHMA’s 13^th Annual National Conference.
  • Development of a shot list and content plan based on the event agenda, objectives and lead sponsor(s).
  • Coordination with FNHMA’s Marketing and Communications Coordinator to align photography and content with promotional strategies and needs.
• On-site Photography and Video Content Creation:
  • Comprehensive coverage of the opening reception, cultural performances, the Awards and Convocation Banquet, and other scheduled activities during FNHMA’s Annual National Conference.
  • Candid shots capturing the essence, energy, and emotions of sponsors, performers, and delegates.
  • Creation and onsite management of a portrait studio at the event, specifically for FNHMA board and staff headshots.
  • High-quality, professionally edited images delivered in digital format within 2-3 hours of the Convocation and Awards Banquet (specific scenes and shots to be shared during consultation).
  • Fast turnaround of photography content captured from each day to be used for real-time updates on FNHMA social media (minimum 6-8 photos each day).
  • Creation of engaging video content for social media posts, highlight reels, and behind-the-scenes footage during and after the conference.
  • Live-streaming services required for Convocation and Awards Banquet. Must be able to coordinate live stream on the FNHMA Facebook and YouTube.

Proposal Submission Guidelines

All proposals shall be received by FNHMA no later than Wednesday, April 30, 2025, at 4:30 p.m. ET.

Proposals should include the following:

• Company or independent profile highlighting relevant experience in event photography and video content creation.
• Portfolio showcasing previous work and/or experience, including coverage of conferences, banquet and award ceremonies, and live streaming set-up at events.
• Proposed approach and methodology for capturing the 13^th Annual National Conference and creating engaging video content.
• Detailed breakdown of services offered and associated costs, including any travel expenses if applicable and number of team members.
• References from previous clients, preferably from First Nations or Indigenous clients or the health industry.
• Service costs including a detailed breakdown.

Only electronic submissions will be accepted, submitted via email as a PDF document to the Director of Corporate Services. All proposals must clearly identify the name of the proponent and specify “RFP for Photography and Videography” in the subject line.

Proposals should be submitted to the attention of:

Connie Toulouse
Director of Corporate Services
First Nations Health Managers Association
211 Akwesasne International Road
Akwesasne, ON K6H 0G5
Email: connie.toulouse@fnhma.ca
Fax: 613-319-8092

Late proposals will not be accepted, and incomplete proposals will not be reviewed.

2.0 Review Process and Selection Criteria

Preference will be given to firms located in Quebec. All proposals will be reviewed by the Director of Corporate Services. A notice in writing will be sent to the successful bidder.

3.0 Rights of the FNHMA

This is a request for proposals (RFP) and not an invitation to tender. The reader is hereby advised that the FNHMA reserves the right to:

• Reject any or all proposals received in response to this Request for Proposals;
• Accept any proposal in whole, or in part;
• Accept a proposal and award a contract without competition;
• Negotiate changes to the technical or financial content of the successful proposal;
• Cancel the RFP at any time;
• Reissue a modified version of a given RFP requirement at any time; and

The information contained in this document and appendices is proprietary to FNHMA and may not be divulged to any third party.

Confidentiality

Responses to this RFP will be considered as confidential information by the FNHMA and will be used solely for the purposes of selecting the successful bidder.