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 event is expected to include:
- Three days of conference programming (plenary and breakout sessions)
- One or more light receptions
- A gala dinner and cultural program
YFNCC is seeking a catering partner (or partners, subject to KDCC policies) to provide food and beverage services for AIIC 2026.
2. Objectives of this Contract
- Provide high-quality, culturally respectful food and beverage service for delegates, speakers, and guests.
- Reflect Yukon First Nation and northern ingredients and foodways where appropriate and feasible, with guidance from YFNCC.
- Offer inclusive options that address a range of dietary needs and preferences.
- Support a smooth, professional experience that fits within the logistics and timing of the AIIC program.
- Manage food safety, staffing, and cleanup effectively, in coordination with KDCC and other vendors.
3. Scope of Work
The successful proponent will work closely with YFNCC, the Event Management & Operations contractor, and KDCC. Final details (timing, guest numbers, bar service) will be confirmed as the program develops.
3.1 Daytime Conference Catering (Core Scope)
For approximately 250–300 delegates, over three conference days (May 6–8, 2026):
- Simple buffet lunch each day, for example:
- One or two main protein options (meat/fish and vegetarian/vegan)
- Side dishes and salads
- Optional simple dessert (cookies/bars/fruit)
- Coffee/tea and water service, plus very light snacks, for example:
- Morning: coffee/tea, water, and a light snack (such as pastries or fruit)
- Afternoon: coffee/tea, water, and a light snack (such as cookies or bars)
The intent is simple, satisfying buffet-style lunches and no-frills coffee/snack breaks, not a premium or multi-course lunch experience.
YFNCC is open to menu ideas that highlight local and Indigenous ingredients while remaining practical and within the budget envelope described in Section 5.
3.2 Light Reception Food
AIIC 2026 will include at least one light reception (for example, a welcome or networking reception) for approximately 200–250 guests. For this function, YFNCC is seeking light reception food, such as:
- A combination of simple finger foods or small bites, which might include:
- Vegetable and dip platters
- Simple canapés or crostini
- Cheese and crackers, or similar
- Non-alcoholic beverages (with coordination of bar service for alcoholic beverages, if applicable)
Proponents should outline:
- A basic “light reception” option (cost-effective, simple, enough to support networking without replacing dinner), and
- Optionally, an enhanced reception option at a higher price point, if they wish.
3.3 Gala Dinner (Quoted Separately or Bundled)
AIIC 2026 will feature a gala dinner and cultural program for approximately 230–260 guests.
YFNCC invites proponents to either:
- (a) Quote the gala dinner as a separate option, or
- (b) Include the gala as a clearly identified component of one integrated proposal (with separate pricing line items).
A gala proposal would typically include:
- Plated or high-quality buffet dinner with:
- Starter (salad/soup)
- Main course (at least one meat/fish and one vegetarian/vegan option)
- Dessert
- Coffee and tea service
- Coordination with bar service (if applicable, in line with KDCC policies)
- Service staff and cleanup, integrated with the stage program timing.
3.4 Green Room & Small Functions (Optional, As Confirmed)
The catering partner may be asked to support small-scale services, for example:
- Light green room / backstage refreshments for speakers and performers (snacks, coffee/tea, water).
Any such services should be priced as separate line items and will be confirmed as planning progresses.
3.5 Dietary Needs, Accessibility & Sustainability
- Provide processes for collecting and accommodating dietary requirements (e.g., vegetarian, vegan, gluten-free, dairy-free, halal, allergy-specific).
- Clearly label food items, including allergens, particularly in buffet or self-serve settings.
- Consider sustainability and waste reduction, for example:
- Minimizing single-use plastics
- Using compostable or recyclable disposables where reusable service is not feasible
- Sensible portion planning to reduce food waste while ensuring adequate quantities.
4. Service, Staffing & Coordination
The catering partner will be responsible for:
- Staffing
- Providing sufficient servers, bartenders (if applicable), and back-of-house staff for AIIC catering functions.
- Ensuring staff present professionally and respectfully in an Indigenous-led environment.
- Setup and Teardown
- Coordinating setup and teardown times with KDCC and the Event Management contractor.
- Ensuring timely service in alignment with the conference schedule (breaks, lunches, receptions, gala).
- Facilities & Equipment
- Working within KDCC’s kitchen and catering facilities and policies.
- Providing any additional equipment needed (e.g., chafers, coffee stations, dishware, glassware) unless otherwise arranged.
- Food Safety & Compliance
- Maintaining all required licences, permits, and insurance.
- Ensuring compliance with applicable health regulations and KDCC requirements.
5. Budget Guidance
YFNCC is providing the following budget guidance to help proponents shape realistic proposals.
5.1 Daytime Conference Catering (Core Scope)
For three days of simple buffet lunches plus light snacks and coffee/tea for approximately 250–300 delegates, YFNCC has set a working budget envelope of approximately CAD $30,000 (before tax and gratuity).
Proponents should design their daytime conference offerings (lunches + coffee/snacks) to fit within or below this envelope.
5.2 Gala Dinner
For planning purposes, YFNCC anticipates that a standard gala dinner for approximately 230–260 guests (three courses plus coffee/tea, excluding alcohol) will fall in the range of CAD $30,000 to $40,000 before tax and gratuity, depending on final menu choices and service style.
The gala dinner may be:
- Quoted as a separate option, or
- Included as a separate line item within a combined proposal.
5.3 Light Reception Food
Light reception catering should be priced separately (for example, per-person or per-platter), with at least:
- One basic light reception option, and
- Optionally, one enhanced reception option.
FNCC has set a working budget envelope of approximately CAD $10,000 (before tax and gratuity).
Proposals significantly outside typical conference catering price ranges should clearly explain the assumptions and added value; they may not be competitive.
6. Proponent Qualifications
YFNCC is seeking a catering provider with:
- Demonstrated experience catering multi-day conferences and gala events of similar scale.
- Experience working in Indigenous-led spaces and/or at cultural centres (experience at KDCC is an asset).
- Capacity to design and deliver high-quality menus that incorporate northern and local ingredients when feasible.
- Strong track record in food safety, staffing and logistics.
Indigenous-owned and northern-based businesses are strongly encouraged to submit proposals, either individually or as part of a partnership.
7. Proposal Requirements
Proposals should be concise (for example, no more than 10 pages, excluding menus and sample materials) and include:
- Company Profile
- Legal name, address, primary contact.
- Brief description of your business, years in operation, and key team members.
- Experience
- Brief descriptions of up to three relevant events (conference + gala, Indigenous or northern events, etc.).
- Any experience working at KDCC or similar venues.
- Proposed Approach
- How you will work with YFNCC, KDCC, and the Event Management contractor.
- How you will handle menu planning, dietary needs, and cultural considerations.
- Sample Menus & Pricing
- Daytime conference catering: sample menus and per-person pricing for three days of simple buffet lunches + coffee/snacks, designed to fit the approximate $30,000 envelope.
- Light reception food: one basic and, optionally, one enhanced option, with pricing.
- Gala dinner: at least one standard gala menu and, optionally, one enhanced option, with separate pricing.
- Budget Summary
- A clear summary table showing estimated totals for:
- Daytime conference catering (3 days)
- Light reception(s)
- Gala dinner (if proposed)
- Assumptions regarding service charges, gratuities, and taxes.
- Licensing, Insurance & Compliance
- Confirmation of required food service licences, insurance coverage, and ability to meet health regulations.
- Indigenous and Northern Participation
- Indicate if your business is Indigenous-owned and/or northern-based.
- Describe any plans to source from Indigenous or northern producers, or involve Indigenous staff or partners.
8. Evaluation Criteria
Proposals will be evaluated on:
- Quality and suitability of menu concepts for AIIC’s audience and setting
- Ability to design realistic offerings within the daytime catering budget
- Demonstrated experience with similar events and venues
- Ability to meet dietary and accessibility needs
- Overall value for money and clarity of pricing
- Indigenous and northern participation and sourcing, where applicable
- Capacity to coordinate smoothly with YFNCC, KDCC and other vendors.
Shortlisted proponents may be invited to discuss their proposal and refine menus and pricing before final selection.
9. 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.
