CanadaBuys #202703094

Public Safety Canada Megaweek 2027 venue, catering, and audiovisual services

Public Safety Canada is seeking an event-services contractor for Megaweek 2027, a three-day conference in Ottawa for up to 500 participants. - Government buyer: Public Safety Canada, through the Canada Centre for Community Engagement and Prevention of Violence; the solicitation also identifies Contracting and Procurement. - OEMs and vendors: No OEMs, manufacturers, or commercial vendors are named in the provided materials. The English/French interpretation provider will be supplied by Public Safety Canada. - Services requested: Provide a suitable Ottawa venue, hospitality and catering, audiovisual services, event coordination, and on-site support. The venue must be within 5 km driving distance of Public Safety Canada headquarters. - Required spaces include a 500-person plenary room and reception area, three concurrent breakout rooms for approximately 100 people each, networking and exhibition space for 200, and VIP, speaker, staff, registration, and prayer/rest areas. A fourth breakout room is optional. - Provide AV equipment and personnel for plenary, breakout, VIP, and reception spaces, including setup, testing, operation, troubleshooting, and teardown. Include a soundproof booth for two interpreters and coordinate integration with Public Safety Canada’s interpretation provider. - Supply 250 interpretation receivers and headsets with batteries per event day—750 units total over three days. - Provide daily catering for up to 500 participants, including arrival refreshments, breaks, and lunch; keep water, coffee, and tea available during event hours. Accommodate and label dietary options, including gluten-free, dairy-free, vegan, vegetarian, kosher, and halal choices, as well as disclosed allergies. - Provide VIP breakfasts for 54 people and a Day 1 evening reception for up to 500, including hors d’oeuvres and non-alcoholic beverages. A participant-paid bar is optional and must be priced separately. - Notable requirements: Accessible routes and stage access, secure Wi-Fi, coat and device-charging facilities, support for controlled access and dignitary arrivals, an event coordinator, and a lead AV technician. Provide setup access before the conference and teardown access after it. - Timing: The contract runs from award through the end of March 2027. The conference is planned for three consecutive weekdays in February 2027, preferably in the latter part of the month.

Description

Public Safety Canada is seeking a contractor to provide a suitable venue, hospitality services, and complete audio-visual services for a three-day conference for up to 500 participants. The conference includes plenary and concurrent breakout sessions, VIP activities, partner showcases, networking, side meetings, and an evening reception on Day 1. The contractor is responsible for setup, configuration, and testing before the event, as well as onsite support during delivery and teardown. Preferred dates are three consecutive weekdays during the week of February 22, 2027; alternate three-weekday options in February 2027 may be proposed, excluding February 15.

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