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.
To deliver a high-quality, well-run event, YFNCC is seeking an experienced Event Management & Operations Support contractor to lead key elements of program operations, speaker and sponsor logistics, registration and delegate services, trade show and arts market coordination, and onsite delivery, working closely with the YFNCC team.
2. Objectives of this Contract
- Provide professional event management and operations support so AIIC 2026 runs smoothly, safely, and on time.
- Translate AIIC’s program, sponsorship, and vendor plans into clear, usable tools: run sheets, layouts, cue cards, registration flows, vendor packages, etc.
- Reduce administrative burden on YFNCC staff, particularly the Executive Director and the Communications & Engagement Coordinator.
- Enhance the experience of speakers, sponsors, vendors, and delegates.
- Ensure proper documentation and handover of all tools and materials for post-event reporting and future AIIC planning.
3. Scope of Work
The contractor will work under the direction of YFNCC’s Executive Director and Communications & Engagement Coordinator (Grace). YFNCC will lead strategy, relationships, and content decisions; the contractor will focus on planning, coordination, and execution of the tasks below.
The scope is grouped by functional area. “Contractor” indicates primary responsibility; “Grace / Contractor” indicates shared work.
3. Scope of Work
The contractor will work under the direction of YFNCC’s Executive Director and Communications & Engagement Coordinator, and will coordinate closely with YFNCC staff, vendors, and partners.
At a high level, the contractor is expected to provide end-to-end event management and operations support for AIIC 2026 in the following areas:
3.1 Program Operations, MC & Gala Support
- Translate the AIIC program and gala concept into operational plans and tools for the stage and program team.
- Support the development of MC and gala materials (for example, cue cards, run-of-show, and slide templates) so that hosts and speakers are well-briefed and sessions run smoothly.
- Work with YFNCC to ensure program elements, timing, and ceremonial components are feasible from an operations perspective.
3.2 Speaker Coordination & Logistics
- Coordinate core speaker-facing logistics: invitations, confirmations, information packs, and simple agreement/terms templates.
- Maintain clear records of speaker and VIP travel, accommodation, and onsite needs, and provide practical tools for YFNCC and onsite staff to welcome, brief, and support speakers.
- Liaise with speakers and moderators about timing, format, and basic technical needs, in alignment with guidance from YFNCC.
3.3 Sponsors, Vendors, Trade Show & Arts Market
- Support YFNCC to operationalize sponsor and vendor commitments, including tracking benefits and ensuring they are reflected in signage, slides, and onsite experiences.
- Coordinate logistics for the trade show and arts market, including vendor information, floor plans, and onsite welcome materials.
- Work with YFNCC to identify and resolve practical issues related to sponsor visibility and vendor setup/teardown.
3.4 Logistics, Venue & Onsite Operations
- Lead the logistical planning and coordination required to deliver AIIC at KDCC (and any additional venues), including room layouts, basic AV coordination with the selected AV provider, catering scheduling, and equipment/décor needs.
- Support YFNCC in developing and documenting plans related to security, safety, accessibility, and transportation, in line with venue policies and partner expectations.
- Produce and manage daily run sheets, onsite staffing outlines, and simple briefing materials for staff and volunteers, and provide onsite oversight and troubleshooting during the event.
3.5 Risk Management & Close-out
- Maintain a simple risk and issues register for AIIC planning and delivery, flagging key risks early and proposing practical mitigations.
- Contribute to post-event wrap-up by:
- Supporting tear-down and inventory documentation
- Providing clean exports of registration and delegate data
- Participating in YFNCC’s internal debrief and providing brief written notes on operational lessons learned.
5. Budget & Compensation
YFNCC has allocated a budget of:
Up to CAD $25,000 (excluding GST) for professional fees associated with this Event Management & Operations Support contract, inclusive of the contractor’s travel and accommodation required to deliver the scope of work described.
This amount does not include third-party vendor costs (venue, AV equipment, catering, rentals, printing, décor, etc.), which will be contracted and paid separately by YFNCC.
Proponents should:
- Submit a fixed-fee proposal for delivering the full Scope of Work.
- Provide a brief phase breakdown, for example:
- Pre-event planning and setup
- Onsite delivery
- Post-event wrap-up and handover.
- Indicate standard daily and hourly rates for any additional work outside scope, subject to prior approval.
6. Roles and Responsibilities
YFNCC will:
- Provide strategic direction, program decisions, and approvals.
- Lead relationships with Yukon First Nations, AIP, and key partners.
- Provide branding assets and any existing templates.
- Approve all external-facing content before distribution.
The Contractor will:
- Lead planning and execution for the deliverables listed.
- Coordinate proactively with YFNCC staff, vendors, and partners.
- Flag risks and issues early and propose practical solutions.
- Work in a way that respects Yukon First Nation protocols and YFNCC values.
7. Contractor Qualifications
YFNCC is seeking a contractor (individual or firm) with:
- Demonstrated experience managing multi-day conferences or events of at least 200–400 participants.
- Experience working with Indigenous organizations and communities, ideally in northern or remote contexts.
- Strong skills in:
- Event logistics and vendor management
- Speaker and sponsor operations
- Development of run sheets, cue cards, and onsite operations plans.
- Familiarity with Yukon, Arctic, or northern realities (seasonality, travel, logistics) is an asset.
- Availability to be onsite in Whitehorse for the event and required lead-in days.
8. Proposal Requirements
Proposals should not exceed 10 pages (Including appendices). Please include:
- Cover Letter
- Brief introduction and confirmation of availability for AIIC 2026 dates.
- Approach & Work Plan
- How you will deliver the Scope of Work and collaborate with YFNCC.
- High-level timeline and key milestones.
- Team & Experience
- Bios/CVs for key personnel.
- Summary of relevant past events (Indigenous, northern, economic/investment focus).
- Relevant Examples / Case Studies
- Up to three examples of similar work (with references or links where possible).
- Budget & Fees
- Fixed-fee proposal aligned with Section 5.
- Phase breakdown and payment schedule proposal.
- Standard daily/hourly rates for any additional services.
- References
- At least two client references with contact details.
- Indigenous and Northern Participation
- Indicate if your business is Indigenous-owned and/or northern-based.
- Describe how your approach will support Indigenous and northern participation (e.g., subcontracting, local hires).
9. Evaluation Criteria
Proposals will be evaluated based on:
- Understanding of AIIC’s purpose and YFNCC’s context
- Quality and practicality of the proposed approach and work plan
- Relevant experience with Indigenous, northern, and investment-focused events
- Strength and availability of the proposed team
- Value for money and clarity of the fee proposal
- Indigenous and northern participation and alignment with YFNCC values.
YFNCC may invite shortlisted proponents to an interview (by video or phone) before final selection.
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.
