Request for Proposals
2024 Event Coordinator

Robinson Huron Treaty of 1850 Gathering

Request for proposals:

2024 Event Coordinator

Issued By:

Robinson Huron Waawiindamaagewin and The Robinson Huron Treaty Litigation Fund

Date Issued:

December 15, 2023

Deadline for Questions

January 24, 2024

Closing Date:

January 31, 2024 at 4:00 p.m.

2023Ketegaunseebee Anishinabek
2022Nipissing First Nation (Co-hosted by Nipissing First Nation and Dokis First Nation)
2021Baawaating (Hosted by Batchewana First Nation)
2019Wiikwemkoong Unceded Territory
2018Shawanaga First Nation (Co-hosted by Wasauksing First Nation and Shawanaga First Nation)
2017Atikameksheng Anishinawbek
2016Baawaating (Hosted by Batchewana First Nation)

For more information about the Treaty Gathering, please visit


Robinson Huron Waawiindamaagewin and the Robinson Huron Treaty Litigation Fund, with support from the Treaty GatheringPlanning Committee, are responsible for the planning and execution of the Gathering each year to mark the anniversary of thesigning of the Robinson Huron Treaty of 1850.

2024 marks the 174th anniversary of the signing of the Robinson Huron Treaty. The Gathering this year will tentatively be heldfrom September 7th to 9th, 2024. The location and venue are yet to be determined, and the host community will be awardedfollowing the selection of a successful proposal in January 2024. The Gathering will host approximately 500 participants, pluspolitical leadership, Treaty experts and workshop presenters.


The objective of this Request for Proposals (RFP) is to select an Event Coordinator to provide event management andcoordination services for the Gathering. This RFP provides the background, intent, and expectations for the Gathering to allowprospective bidders an opportunity to submit a competitive proposal for this short-term contract opportunity.

The three-day Gathering will include in-person only and hybrid events. Exact work timelines are TBD, and it is expected thatthe contract will begin upon completion of a successful contract (March 2024) and be completed by mid-September 2024,shortly after the Gathering.

Following the RFP process, the Planning Committee, comprised of members from Robinson Huron Waawiindamaagewin andthe Robinson Huron Treaty Litigation Fund, will select the top proposal and make a recommendation for formal acceptance.


The Robinson Huron Treaty was signed on September 9, 1850. This sacred treaty was signed between 17 Ogimaakrepresenting Anishinabek along the northern shore of Lake Huron and eastern Lake Superior and the British Crown. This treatyoutlines critical roles and responsibilities for both treaty partners.

  1. The treaty guarantees that each Anishinabek community would continue to occupy the land in their territory and thatit would be available for their exclusive use while sharing the land and allowing British settlement and some resource development.

  2. The treaty guarantees traditional harvesting (hunting and fishing) rights and unrestricted access as well as acknowledgingthe full extent of the RHW reserved jurisdictions, title, and inherent rights, including but not limited to lands, water, air,education, language and culture, jurisdiction, health, citizenship, and justice.

  3. Finally, to partially compensate for the sharing of land and resources with the British, the treaty promises an annualannuity (initially set at $2 per person, then raised to $4 per person) as an ongoing payment to treaty annuitants. Theamount of those annuities was tied to the productivity of the land that was the subject of the treaty. These annuities havenever been increased.


Robinson Huron Waawiindamaagewin (RHW) is an initiative undertaken by the 21 First Nations of the Robinson Huron Treaty to create a Treaty level body capable of addressing many issues that have, until this time, been addressed within the Canadian government-created agencies and systems of governance. We recognize that Treaty helps protects our inherent rights and can build on the strength of this collective to enhance and foster health and wellness for our people.

RHW was created to exercise the assertion of inherent rights and reclamation of governance to address, at minimum, but notlimited to, collective relevant jurisdictional issues and concerns, including overlapping territorial claims, protection of land and water in the treaty territory, and annuities. RHW also conducts treaty-based research, facilitates community engagement inRobinson Huron Treaty communities on treaty-related matters, and develops treaty education tools, including detailed use and occupancy research of the treaty area.

For more information on RHW, please visit


21 Lake Huron First Nations formed the Robinson Huron Treaty Litigation Fund (RHTLF) in 2010 to assist the First Nations inpursuing litigation and/or negotiations against Canada and Ontario for failing to increase annuity payments since 1874.

The RHTLF was created to undertake and pursue litigation and/or negotiations related to the Robinson Huron Treaty AnnuitiesClaim on behalf of the Settlors of the RHTLF and/or their members who receive or are entitled to receive annuities under theRobinson Huron Treaty of 1850, as well as others who receive or are entitled to receive annuities under the said Treaty.

For more information on RHTLF, please visit


  • Logistical Management: Assume ongoing work of negotiating rental and service contracts to ensure that all logisticalrequirements are met for the Gathering (rentals of tables, chairs, tents, toilets, AV equipment, etc.,); organize facilitiesand manage all event details including location/ venue, décor, catering, transportation, equipment, etc.; develop, manage,execute a master event logistical plan and timeline.

  • Planning Committee Meetings: Participate in weekly or bi-weekly Planning Committee meetings as required, create/circulate meeting agenda, provide regular status updates.

  • Marketing and Communications: Develop, manage, and execute a Marketing and Communications plan, includinga process to communicate with invited guests and participants; Oversee the implementation of all promotional andregistration components including invitations.

  • Keynote and Treaty Expert Presenters: Assume ongoing work of negotiating service contracts; manage travel andaccommodation requirements; collect and assemble bios, images, and content promotional purposes; communicate setup and tech requirements to service providers and tech staff; coordinate and manage any special needs; manage on-sitecoordination of presenters; collect, review, and submit all expense claims to the Planning Committee for payment processingand approvals

  • Participant, Invited Guests Registration: Assume ongoing participant and invited guests’ registration through digitalregistration software. This will include developing participant and guest registration packages and managing the registrationprocess

  • AV/Streaming Tech Services: Research and negotiate technical services for hybrid event solutions; negotiate servicecontracts for execution by the Planning Committee; coordinate services

SCOPE OF WORK (continued)

  • Promotional and Gift items: Research possibilities and present solutions for approval; negotiate pricing and delivery;assist with packaging for the Gathering

  • Accommodations: Manage hotel rooms list (assign staff, keynote, leadership, Treaty Experts, Elders, Youth, helpers, andother support to hotel rooms, manage revisions, liaise with hotel manager). The Gathering does not book or manageaccommodations for general participants.

  • On-Site Registration: Prepare welcome packages for participants and identify for registering participants to capturetrue attendance throughout the Gathering; work alongside Gathering staff and helpers at registration to complete anytroubleshooting, answer questions

  • On-Site Event Coordination: Work on-site from September 5th, 2024 to September 10th, 2024 to provide support andcoordination duties for tech, MC, keynotes, Treaty Experts, and others as required, liaise with venue management and staff,and Planning committee staff to ensure the smooth running of the Gathering

  • Participant Questionnaire: Draft participant questionnaire for approval; launch and manage questionnaire; prepare asummary of the responses and submit to Planning Committee following the Gathering

  • Post-Event: Collect, review for completeness, and submit all expense claims to the Planning Committee for approval andsubmit a summary document outlining any issues, suggested changes or considerations for future events.

  • The Robinson Huron Treaty of 1850 Gathering Planning Committee will work closely with the Event Coordinator to provideapprovals, support services, and direction as required.


Each year, the host community develops and provides insight for the program development of the gathering agenda, alongwith holding a social event during the Gathering. Exploring creative ideas/concepts for social functions related to theRobinson Huron Treaty of 1850 is encouraged.


During the planning phase, the planning committee may request the advice and assistance of the host community withrespect to several matters, including acquiring the names and contact information of local dignitaries, speakers, suppliers,performers, and others whom the planning committee may approach to play a role in the Treaty Gathering’s agenda.


The host community for the Robinson Huron Treaty of 1850 Gathering changes each year, reflecting the different regionsof the territory. As The Gathering has gotten larger, alternative Gathering locations outside host communities should beconsidered to accommodate greater in-person participation and maintain hybrid event formats.

The host community will assist in the selection of an appropriate venue and location, either within the community or at anearby venue which has the capacity to host up to 1,000 participants at the Gathering.


The Host Community will support the coordination of the following site logistics to ensure a smooth gathering experience inthe following areas:

Parking and Transportation

  • The venue should have dedicated free parking and suitable shuttle transportation if parking is further from the venue forelders, etc.

  • The venue should have a dedicated area for elderly parking, etc.

Garbage Collection

  • Ensure daily garbage and recycling are collected and disposed of throughout the gathering.

Medicine Harvesting Locations

  • Working closely with the direction of the community and the Cultural Advisors from the RHW and RHTFL to harvestmedicines for ceremonial and gifting purposes.

Multi-Media Supports

  • Providing a strong internet collection for on-site staff throughout the duration of the event.

  • Exclusive access to a printer for the duration of the event.


The total budget for Event Coordinator services should not exceed $30,000. The overall Event budget will cover travel andaccommodation expenses to and from the Gathering.


All submitted proposals must include the following:

Proposed Project Plan

  • A proposed project plan, with timelines, that indicates the steps to be taken from the start of the contract toexecution of the Gathering


  • Indicate the capacity of the proponent to complete the contract; provide examples of previous relevant workexperience; identify the qualifications and experiences of the project team

Costs and Charges

  • Provide an all-inclusive fixed-cost quotation for the project; identify the expected costs and their allocation


The Proposal shall satisfy the following formatting requirements:

  • The Proposal shall not exceed more than 5-pages, excluding attachments

  • The Proposal should be organized in the order in which the requirements are presented in this RFP and should clearlyindicate the section of this RFP that is being addressed

  • The Proposal shall include all required information indicated herein. Failure to submit all required information may resultin a request for prompt submission of missing information, giving a lowered evaluation of the Proposal, or rejection of theProposal.


  • The successful proposal will be recommended for acceptance by the Robinson Huron Treaty of 1850 Planning Committee.

  • RHW and RHTLF reserve the right to reject any or all proposals and to accept the proposal deemed most favourable to theinterests of the organizations and their partners.

  • RHW and RHTLF also reserve the right to seek clarification and supplementary information from proponents after thesubmission deadline.

  • Proponents will be notified in writing via email once a selection had been made.


Questions and requests for additional information should be sent to Jolene Recollet, RHW Policy andAdministrative Coordinator ( Questions are due on January 8, 2024. Afterthis date, a response is not guaranteed.


As a potential supplier of these professional services, you are invited to submit a proposal to provide professional third-partycontractor services in accordance with the terms and conditions detailed in this document.

Proposals should be in PDF format and sent to Earl Commanda, RHW Executive Director ( a copy to Jolene Recollet, RHW Policy and Administrative Coordinator (

Please submit proposal packages as email attachments as downloading from cloud storage services can be unreliable.

Download RFP