Services for Virtual and Hybrid Events 2026-2028

1. Introduction
The Financial Consumer Agency of Canada (FCAC) is seeking qualified contractors to provide comprehensive support for virtual and hybrid events over a multi-year term (2 +years). FCAC regularly delivers high-profile public and stakeholder events aligned with its mandate to enhance financial literacy and protect Canadian consumers.
This contract will include production, broadcast, and technical services for up to 10 events annually, with services required in both official languages (English and French). All deliverables must comply with federal accessibility and privacy standards, including the Accessible Canada Act, Official Languages Act, and Privacy Act.
The initial contract term will begin on the date of contract award and continue until March 31, 2028, with the option to extend by one year at a time for up to three additional years. The total potential contract period may extend to March 31, 2031.
While most preparatory work will be conducted remotely at the Contractor’s facility, select hybrid or media events may require on-site support at FCAC’s headquarters:
Financial Consumer Agency of Canada
427 Laurier Avenue West, 6th Floor
Ottawa, Ontario
K1R 1B9
Note: FCAC anticipates hosting at least two high-profile webinars each September and March This event may require the use of a professional-grade recording studio or technical support for live production, media availability, and post-production deliverables.
 

2. Scope of Work
The Contractor is required to provide support for a variety of virtual and hybrid events, including meetings of one or three hours in duration, webinars, and multi-day sessions. The number of participants will differ depending on the event. Unless otherwise specified by the Project Authority, all meetings and interviews shall be conducted using Microsoft Teams.
All services and deliverables must comply with the Accessible Canada Act, the Official Languages Act, and the Privacy Act, and must be delivered in both official languages (English and French).

2.1 Virtual Event Services
The Contractor must provide the following services for virtual events:
• A pre-event alignment meeting will occur as part of the event planning process. The vendor will be given a minimum of one (1) week’s advance notice for this meeting as the project team will not request vendor attendance on short notice.
• Webcast platform supporting up to 5,000 concurrent participants.
• Desktop, mobile, and tablet accessibility; optional dedicated mobile app
• WCAG 2.0+ compliance
• Real-time language toggle between English and French
• Simultaneous interpretation (parallel audio streams and bilingual floor feed)
• HD or 4K video recording, delivered within 48 hours
• 30-day minimum hosting period for recordings; FCAC retains editing and ownership rights
• Live engagement tools: moderated Q&A, chat, live polling, quizzes, games, leaderboards, word clouds, whiteboards, document sharing
• Post-event survey capabilities (bilingual, FCAC-hosted or platform-integrated)
• Customizable event screen layouts; graphics specifications to be shared with FCAC
• Bilingual technical support via chat, email, or phone during live events and up to 60 minutes post-event
• Access to all event data in open formats (XML/JSON); encrypted in transit (TLS 1.3+), stored in Canada
• Speaker “green room” for pre-event technical checks at least 90 minutes before each event
• One dry run per event, approximately one week prior (flexible based on complexity)
• Post-event debrief meeting

2.2 Hybrid Event Services
In addition to all virtual event requirements, hybrid events must include the following on-site AV setup and personnel:
Core Equipment (minimum requirements):
• 2x HD/4K cameras with monitors, cables, and stands
• Laptops for bilingual presentations (1 English, 1 French)
• Interpretation booth with minimum 50 wireless headsets
• Audio: lapel microphones, handheld microphones, mixers
• Video: monitors, projection screens, comfort monitors
• Lighting system suitable for studio-quality broadcast
• Stage risers, stairs, skirting, backdrop draping and poles
On-Site Personnel:
• 1x Production Manager
• 2x Camera Operators
• 1x Webcast Technician
• 1x Video Assistant
• Technical Representatives for setup and teardown

2.3 Optional Add-On Services (À la Carte)
All optional services must be pre-approved in writing with cost estimates. These may include:
• ASL/LSQ interpretation
• Additional technical dry runs
• Studio rental (NCR) for hybrid broadcasts or live recordings
• Equipment rentals (audio, video, staging, laptops, lighting, interpretation booths)
• Hourly labour (pre-production, editing, onsite production staff)
• Captioning (live and post)
• Reporting and analytics

2.4 Press Conference and Media Support
When requested by FCAC, the Contractor must support live, or hybrid press conferences. Services include:
• A pre-event alignment meeting will occur as part of the event planning process. The vendor will be given a minimum of one (1) week’s advance notice for this meeting as the project team will not request vendor attendance on short notice.
• Onsite or remote setup for media access (audio and video feeds)
• Technical configuration for journalists to join virtually or in-person
• Dedicated virtual green room or media briefing line for spokespersons
• Distribution of press materials via secure digital link or during the session
• Recording and secure delivery of media Q&A portions (if applicable)
• Compliance with FCAC media protocol
• Bilingual delivery and simultaneous interpretation, including Q&A sessions

2.5 Podcast and Influencer Integration Support
To support evolving digital engagement strategies, the Contractor may be required to provide podcast and influencer media production services, including:
• A pre-event alignment meeting will occur as part of the event planning process. The vendor will be given a minimum of one (1) week’s advance notice for this meeting as the project team will not request vendor attendance on short notice.
• Access to a professional podcast recording studio in the National Capital Region
• Audio engineering, editing, and post-production services
• Coordination and moderation of interviews with the FCAC Commissioner or guest experts
• Support for live or pre-recorded sessions with digital influencers and content creators
• Creation of content optimized for multi-channel use (social media snippets, video clips, audiograms)
• Technical support for hosting influencer or media personalities onsite or virtually
• All deliverables must align with FCAC’s bilingual standards and Government of Canada digital communications best practices