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The Acadia of the Lands and Forests region is comprised of Northwestern New Brunswick, Quebec’s Témiscouata and the northern part of Maine’s Aroostook County. This region has numerous winter tourist attractions with great economic potential, including outstanding snowmobile trails of over 1 500 km of incomparable quality.

The Core Leadership Team of Acadia of the Lands and Forests (CLT) proposes, in collaboration with key stakeholders, to organize an International Snowmobile Festival Without Border in Acadia of the Lands and Forests from January 20 to 22nd 2017. Three days of snowmobiling in the finest trails of New Brunswick, Quebec and Maine. (The project details are available in the attached concept paper).

The CLT wishes to hire a consultant or an experienced agency in event planning that can provide a "turnkey" service. The successful consultant or organization retained must be fully bilingual (French and English) and able to travel throughout the Acadian of the Lands and Forests region.

The purpose of this tender is to select the provider that offers the best service to the CLT. The CLT encourages candidates to submit their best offer and propose any alternative approach as well as its advantages and disadvantages for the CLT. A regional selection committee will be formed to select the best offer.

This RFP shall in no case be considered as a contract or as a form of commitment. This RFP does not require the CLT to award a contract not to indemnify the candidates for the costs generated by the preparation of proposal. The CLT reserves the right to accept an offer in whole or in part or to reject all proposals submitted.

To ensure that the organization of the International Snowmobile Festival meets the expectations of the CLT and its partners, it is essential to have an event organizer who can provide a "turnkey" service, from planning the festival to its final evaluation.

Under the guidance of the organizing committee of the festival, the mandate is:

  • Develop a work plan;
  • Ensure coordination of the organizing committee (planning and convening meetings and internal communications);
  • Develop and implement a sponsorship and partnership program;
  • Develop the Festival program in conjunction with the Organizing Committee;
  • Ensure the development and implementation of the communication / marketing plan with the consultant in communication / marketing;
  • Follow the budget allocated for the organization of the festival;
  • Promote the festival in other events;
  • Take care of logistics in connection with the activities before, during and after the event, for example:
    • Obtain necessary permits;
    • Ensure safety in partnership with snowmobile clubs;
    • Rent the necessary equipment where appropriate;
    • Determine staffing requirements (volunteers);
    • Identify and assign tasks for volunteers during the event;
  • Develop an event evaluation plan and implement it;
  • Write a final report;
  • All other tasks necessary to the success of the festival.

The total budget for consultant fees retained to perform this mandate is $ 15,000 CAD (including HST).

The mandate will begin in early October 2016 until the end of February 2017.

To apply, you must send your service proposal before 4:00 PM, Monday September 26th, 2016 by email to the Core Leadership Team of Acadia of the Lands and Forests (This email address is being protected from spambots. You need JavaScript enabled to view it.). For questions about this offer, contact Caroline at 506-737-9602. Your proposal should include: The approach and proposed work plan, a detailed budget and a list of mandates completed in connection with the proposed mandate.


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