1. Background
The Yukon First Nation Chamber of Commerce (YFNCC) is a Yukon First Nation–led organization that advances Yukon First Nation economic sovereignty, business development, and investment partnerships.
YFNCC hosts the Arctic Indigenous Investment Conference (AIIC), an Indigenous-led, pan-northern platform that brings together:
- Yukon First Nation governments and development corporations
- Northern and Arctic Indigenous partners (NWT, Nunavut, Inuit Nunangat, Alaska, Greenland)
- Investors, lenders and financial institutions
- Territorial and federal governments
- Northern businesses, industry, and ecosystem partners
AIIC 2026 will be held at the Kwanlin Dün Cultural Centre (KDCC) in Whitehorse, Yukon, in partnership with the Arctic Inspiration Prize (AIP). The conference will focus on housing, infrastructure, critical minerals, energy, and pan-northern economic corridors, with a strong emphasis on Indigenous equity, partnership, and consent.
2. Objectives of this Contract
The primary objectives of this contract are to:
- Provide reliable, professional AV and technical support to ensure that all AIIC sessions, ceremonies and events are clearly heard, seen and recorded as required.
- Support potential hybrid / livestream participation where needed, in a way that is realistic for northern bandwidth and budgets.
- Work smoothly with YFNCC staff, the Event Management & Operations contractor, and the KDCC.
- Reduce risk of technical failures through thoughtful design, rehearsal, and onsite troubleshooting.
3. Scope of Work
The AV provider will work closely with:
- YFNCC (strategic direction, program decisions)
- The Event Management & Operations contractor (program operations, run sheets, speaker logistics)
- KDCC staff and any other key partners.
YFNCC is seeking a full-service AV partner to provide both equipment and crew.
3.1 Pre-Event Planning & Design
- Participate in planning meetings with YFNCC and the Event Management contractor to understand the program, room usage, and technical needs.
- Propose an AV design that is appropriate to the venue and scale of AIIC, including:
- Main room (Longhouse)
- Secondary large room (e.g., Multi-Purpose Room)
- Breakout rooms as required
- Gala setup in the appropriate space
- Advise on and confirm power, rigging (if applicable), cable runs, and any special requirements with KDCC.
3.2 Equipment & Technical Services
Provide and manage appropriate equipment for:
- Audio
- PA systems sized for plenary and breakout rooms
- Sufficient wireless / wired microphones for panels and Q&A
- Mixers and processing for clear speech and recorded content playback
- Video & Projection
- Projectors and screens (or LED displays where appropriate) for plenaries and key breakouts
- Video switching and distribution to support slide content and video playback
- Recording / Hybrid (subject to final decisions by YFNCC)
- Livestream or hybrid setup for selected sessions (for example, plenary and key panels), using platforms agreed with YFNCC
- Basic post-event file delivery of recordings (no complex editing is expected unless proposed as an option)
- Control & Communications
- Appropriate switching, monitoring, and intercom/communications for production crew
- Any necessary computer hardware for running slides, playback, or livestream software
Proponents should outline:
- The types of equipment they propose to supply (brands/models can be indicative)
- Any use of locally sourced gear versus fly-in or subrental
- How they will ensure redundancy for critical components (e.g., extra microphones, backup computer).
3.3 Onsite Technical Crew & Operations
Provide an onsite team to:
- Set up and test all AV systems in advance of AIIC (including rehearsals as scheduled).
- Operate audio, video, and recording / livestream during all program times, including:
- Plenary sessions
- Breakouts (at least the main parallel rooms)
- Gala program
- AIP-related sessions as agreed with YFNCC / AIP.
- Support the Event Management contractor with timing, cues, and transitions, including:
- Microphone handoff and management
- Playback of videos and walk-in/walk-out music where provided
- Coordination with MC and stage manager.
- Strike and pack out all equipment at the end of the event and ensure the venue is returned to agreed condition.
Proponents should describe:
- Proposed crew structure (e.g., lead engineer, audio tech, video/livestream tech, general techs)
- Estimated crew numbers per day and expected hours, including load-in and teardown
- Approach to shift management and fatigue (AIIC days are long).
4. Technical & Service Expectations
The following are general expectations rather than detailed prescriptions:
- Clear, intelligible sound in all used rooms, with attention to Elders, knowledge keepers, and panel discussions.
- Reliable projection of slides, including last-minute updates from speakers.
- Minimal dead time between sessions due to technical issues.
- Recording or hybrid support for select sessions, to a standard that is usable for YFNCC’s internal and limited external purposes.
- Respect for Yukon First Nation protocols, including appropriate handling of cultural performances, ceremonies, and any requests not to record certain moments.
- A calm, professional, and solution-oriented crew presence.
YFNCC expects the AV provider to work collaboratively and to flag constraints early (for example, if certain hybrid ambitions are not realistic given budget, venue, or bandwidth).
5. Budget
YFNCC has allocated a budget of:
Up to CAD $20,000 (excluding GST) for AV & Technical Production Services, depending on the final scope of hybrid / livestream and recording.
This range is provided as guidance. Within that envelope, proponents are encouraged to:
- Propose a core package that meets essential needs, and
- Identify any optional add-ons (for example, additional cameras, extended recording, or sophisticated hybrid features) with separate pricing.
Proposals significantly above this range are unlikely to be considered unless they clearly explain added value and options.
6. Roles and Coordination
YFNCC will:
- Provide overall direction, program decisions, and approvals.
- Lead relationships with Yukon First Nations, AIP, and key partners.
- Provide branding assets and speaker/sponsor information as needed.
The Event Management & Operations contractor will:
- Lead program operations, run sheets, speaker logistics, and onsite staffing.
- Coordinate room layouts, seating, and timing, and interface with AV on cues.
The AV provider (this RFP) will:
- Lead the design, provision, and operation of AV and technical systems as described.
- Coordinate closely with the Event Management contractor and KDCC.
- Flag any technical constraints or risks early and propose practical solutions.
7. Proponent Qualifications
YFNCC is seeking an AV provider with:
- Demonstrated experience delivering multi-day conferences in venues comparable to KDCC, ideally in Yukon or other northern/remote settings.
- Experience with hybrid and livestream setups for conferences and/or ceremonies.
- A track record of reliable, professional crew who can work in Indigenous-led spaces and respect protocols.
- Sufficient equipment inventory and/or local partnerships to support the scope without excessive risk.
- Ability to be onsite in Whitehorse for the full event and required setup/teardown days.
Familiarity with KDCC or other Indigenous cultural centres is an asset.
8. Proposal Requirements
Proposals should be concise (for example, no more than 10 pages excluding appendices) and include:
- Company Profile
- Legal name, mailing address, main contact
- Brief description of your services, history, and team.
- Approach & Work Plan
- Description of your approach to planning and delivering AV for AIIC 2026.
- High-level work plan and timeline (from planning through teardown).
- How you will coordinate with YFNCC and the Event Management contractor.
- Technical Proposal
- Summary of the equipment and systems you propose to use (audio, video, recording/hybrid).
- Proposed crew structure (roles, approximate numbers per day).
- Any assumptions regarding venue capabilities or client-provided equipment.
- Budget & Pricing
- Fixed fee or detailed cost estimate within the indicated budget range, broken down by:
- Equipment/rentals
- Labour/crew
- Identification of core services versus optional add-ons.
- Any applicable discounts or in-kind contributions.
- Relevant Experience & References
- Brief descriptions of up to three similar projects (ideally northern or Indigenous-led events).
- Names and contact details for at least two clients who can speak to your AV performance and reliability.
- Indigenous & Northern Participation (if applicable)
- Indicate if your business is Indigenous-owned or northern-based.
- Describe any plans to involve Indigenous or local staff, trainees, or subcontractors.
9. Evaluation Criteria
Proposals will be evaluated on:
- Fit of the technical approach to AIIC’s scale and venue
- Demonstrated experience with similar events and hybrid/recording
- Strength and availability of the proposed team
- Value for money and clarity of pricing
- Ability to work respectfully in Indigenous-led spaces and northern contexts
- Indigenous and northern participation where applicable.
YFNCC may invite shortlisted proponents to an interview (in person or virtual) to clarify aspects of their proposal.
10. Submission Instructions
- Submission deadline: 5PM January 2nd 2026
- Submission method: Email a single PDF to: ed@yfncc.ca and hello@yfncc.ca
- Subject line: “AIIC 2026 – Event Management & Operations Support RFP – [Proponent Name]”
Questions about this RFP may be submitted by email to ed@yfncc.ca by December 13th 2025. Responses may be shared with all interested proponents.
YFNCC reserves the right to modify this RFP, not award a contract, or negotiate scope and budget with the preferred proponent
