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Request For Proposals: Conference Photography and Videography Services

  • Mar 25
  • 2 min read

(L) Dr. James Makokis and (R) FNHMA CEO, Marion Crowe at the FNHMA 12th Annual National Conference in Calgary, AB.
(L) Dr. James Makokis and (R) FNHMA CEO, Marion Crowe at the FNHMA 12th Annual National Conference in Calgary, AB.

FNHMA is seeking proposals from qualified individuals or companies to provide professional photography and videography services for FNHMA’s 13th Annual National Conference taking place in Montreal, QC, at the Doubletree by Hilton Downtown, from November 4 – 6, 2025.


This is a request for proposal (RFP) and not an invitation to tender. 

 

Scope of Work

The selected vendor will be responsible for the following deliverables:

Pre-event Planning:

  • Initial consultation to discuss event goals, theme, and photography/video requirements specific to the FNHMA’s 13th Annual National Conference.

  • Development of a shot list and content plan based on the event agenda, objectives and lead sponsor(s).

  • Coordinate with FNHMA’s Marketing and Communications Coordinator to align photography and content with promotional strategies and needs.


On-site Photography and Video Content Creation:

  • Comprehensive coverage of the opening reception, cultural performances, the Awards and Convocation Banquet, and other scheduled activities during FNHMA’s Annual National Conference.

  • Candid shots capturing the essence, energy, and emotions of sponsors, performers, and delegates.

  • Creation and onsite management of a portrait studio at the event, specifically for FNHMA board and staff headshots.

  • High-quality, professionally edited images delivered in digital format within 2-3 hours of the Convocation and Awards Banquet (specific scenes and shots to be shared during consultation).

  • Fast turnaround of photography content captured from each day to be used for real-time updates on FNHMA social media (minimum 6-8 photos each day).

  • Creation of engaging video content for social media posts, highlight reels, and behind-the-scenes footage during and after the conference.

  • Live-streaming services required for Convocation and Awards Banquet. Must be able to coordinate live-stream on the FNHMA Facebook and YouTube.


Proposal Submission Guidelines

All proposals shall be received by FNHMA no later than Wednesday, April 30, 2025, at 4:30 p.m. ET.

Proposals should include the following:

  • Company or independent profile highlighting relevant experience in event photography and video content creation.

  • Portfolio showcasing previous work and/or experience, including coverage of conferences, banquet and award ceremonies, and live streaming set-up at events.

  • Proposed approach and methodology for capturing the 13th Annual National Conference and creating engaging video content.

  • Detailed breakdown of services offered and associated costs, including any travel expenses if applicable and number of team members.

  • References from previous clients, preferably from First Nations or Indigenous clients or the health industry.

  • Service costs, including a detailed breakdown.

 

Full details can be found here:


Only electronic submissions will be accepted, submitted via email as a PDF document to the Director of Corporate Services. All proposals must clearly identify the name of the proponent and specify “RFP for Photography and Videography” in the subject line.


Proposals should be submitted to the attention of:

Connie Toulouse

Director of Corporate Services

First Nations Health Managers Association

211 Akwesasne International Road

Akwesasne, ON K6H 0G5

Fax: 613‐319-8092

 

Late proposals will not be accepted, and incomplete proposals will not be reviewed.





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