Request for Proposal (RFP) YTC Gala Decoration Needs 2024

Request for Proposal (RFP) YTC Gala Decoration Needs 2024

Overview

The Yellowhead Tribal Council (YTC) invites proposals from qualified and experienced professionals to provide decoration services for our second annual YTC GALA. This event will take place on Friday, December 13, 2024, at the DoubleTree by Hilton Hotel in West Edmonton and will host approximately 400 guests. This year's theme is "The Great Gatsby Gala."

Organization Information

YTC is a nonprofit organization dedicated to delivering essential programs and services to its four member Nations: Alexander First Nation, Alexis Nakota Sioux Nation, O'Chiese First Nation, and Sunchild First Nation.

Event Description 

The YTC Gala is our second annual fundraising event, with an expected attendance of up to 400 guests. Proceeds from the Gala will support vital mentorship programs for our member First Nation youth, including the YTC Youth Council, helping to equip them with the tools and opportunities necessary for success.

Decorating Components 

Theme & Style: The Great Gatsby. Depending on the proposal design, we are looking for decorating elements, including entrance decor, centrepieces and table settings, stage/backdrop designs, lighting, themed props, signage, and perhaps more. 

*Remember that our theme reflects a historical era when women and minorities faced significant inequalities. While we aim to celebrate this period with a light-hearted approach, it is essential to acknowledge this context. A well-known saying in the vintage fashion community reminds us that you can appreciate vintage style without idealizing vintage values. 

Proposal Requirements 

1. Contact Information: Include name, email, and phone number handling the RFP. 

2. Portfolio: Examples of previous work (if applicable, work with similar-sized events or themes) 

3. Detailed description: Breakdown of proposed decor, materials, and customization options. (Pro Tip: You can also include a Pinterest board to illustrate your inspiration better.)

4. Cost breakdown: An itemized list of costs, including additional fees (for example, labour, delivery) 

5. Team: Information on staff who will work on the event, including roles and responsibilities

Timeline

19 September 2024 - Request for proposals issued

25 October 2024 - Closing date for Submission of Proposals

First week of November 2024 - Discussions with candidates

8 November 2024 - Successful candidate notified 

12 December 2024 - Access to set up location

13 December 2024 - YTC Great Gatsby Gala

Inquiries and Proposals 

Please send all inquiries and proposals via email to 

Brittney Pastion, Communications Manager 

brittney.pastion@ytcadmin.ca with the subject line: "Gala Decoration." 

*Proposals are open to everyone. Priority will be given to members of YTC First Nations. 

Selection Criteria 

• Creativity: Based on the event’s theme 

• Experience: Relevant in similar-sized events or themes.

• Budget compliance: Within financial constraints. 

• Timeline management: set up and teardown deadlines. 

Submission Instructions

• Submit your proposal, including the Proposal Requirements outlined on page 1.  

• If you do not have a prepared document, we have created an online form and a PDF form to ensure this opportunity is accessible to all member First Nations.

• Online Form: Request for Proposal (RFP) YTC Gala Decoration Needs 2024 (Link: https://forms.gle/vHw1YiCfZub85whr7)

• PDF Download: Request for Proposal (RFP) YTC Gala Decoration Needs 2024
  

  https://yellowheadtribalcouncil.ca/events/rfp-gala-decoration-needs-2024/

Complete the form, attach examples of your previous work and proposed décor, and email it to Brittney Pastion, Communications Manager, at brittney.pastion@ytcadmin.ca with the subject line: "Gala Decoration."

Deadline for submitting proposals: October 25, 2024