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Fascia Research Society

Request for Proposal: FRC Montreal Photograper


The Fascia Research Society is seeking to engage the services of a Photographer to take high quality digital photography at Fascia Research Congress 2022 Montreal. The Photographer will be expected to take photographs during the Congress held at Sheraton Le Centre Montreal from September 11 through September 14, 2022 and provide high quality digital photo files for use in print and web.

1st & 2nd Choice Contract Awards

Given that the world is now living with the unfortunate inconveniences of Covid 19 and the various unpredictable restrictions on travel, this RFP is for two (2) contracts:
 
  • 1st Choice Photography Contract
    • This contract will be awarded to the best overall responder to this RFP
  • 2nd Choice Photography Contract
    • This contract will be awarded to the runner-up responder to this RFP
    • The contract will only be executed in the event the 1st Choice awardee is unavailable for any reason
Please do not bid on this RFP if you, or your company, are unwilling to accept a 2nd Choice Photography Contract and cannot be prepared to provide services within 72 hours’ notice *please review Canadian entry requirements at the bottom of the RFP.

Evaluation Criteria

 
  • Pricing
  • Previous experience photographing conferences
  • Availability
  • Vaccination Status of principal photographer and all staff/assistants
  • Proof of Liability Insurance

Scope of Work

The scope of work shall include:
 
  • The Photographer will attend at least one Zoom meeting with FRS Executive Director to clarify the details of the project
  • The Photographer will be responsible for providing all necessary equipment, photography and editing
  • The Photographer will be required to photograph Speaker sessions – Keynote Sessions, Parallel Session Speakers, Poster Sessions, Exhibitor Hall, Various evening ceremonies – Opening Reception, Fascia Illuminated, Gala River Cruise, Workshop Presenters, FRS Board of Directors & Staff, Attendees in candid shots, FR:EIA Exhibit, and other photographs as requested on site
  • The Photographer will arrive on September 11, 2022 at 9:00am.
  • The Photographer will arrive 8:00am on all subsequent days – 9/12, 9/13, 9/14
  • The Photographer will provide the Fascia Research Society with high quality digital photographs suitable for use in print and web.
  • The Fascia Research Society shall hold the copyright to, and total ownership of, all Congress photographs
  • The Photographer will provide evidence of current liability insurance
  • All work to be completed by September 30, 2022
    • Onsite photography ends September 14, 2022 at 6:00pm
    • Zoom meeting with FRS Executive Director before September 30, 2022
    • Digital delivery of photographs by September 30, 2022

Fascia Research Congress Details

 
  • September 11th – 14th, 2022
  • Sheraton Le Centre Montreal
  • Approximately 800 – 1000 attendees
  • 9 Keynote Sessions
  • 45 Parallel Session Speakers
  • 3 Evening events
    • Opening Reception 9/11 6:00pm – 8:00pm
    • Gala River Cruise 9/12 6:00pm – 11:00pm
    • Fascia Illuminated 9/13 6:00pm – 8:30pm

Submission Details

The Photographer will:
 
  • Provide a brief description of the individual, firm, or organization, including qualifications, experience, and ability to fulfill the scope of work described in this RFP
  • Include samples of past photographic work from a similar event or conference
  • Provide at least two (2) references from previous work
  • Provide the Fascia Research Society with the total cost to perform the work outlined in this RFP (include and identify all taxes and expenses)
    • Any fees over original bid will not be accepted without prior written approval
    • Photographer is responsible for travel expenses if not local to Montreal
    • Photographer is not required to room at Sheraton Le Centre

Canadian Entry Requirements & Covid 19 Restrictions

Canada is requiring Covid Vaccines for everyone entering into the country. Photographer, and any staff/assistants must
all be fully vaccinated.

FRS will require international Photographer to show proof of vaccinations, and entry confirmation from ArriveCAN on or
before September 7, 2022

In the event the Photographer awarded the 1st Choice Photography Contract cannot provide proof of vaccine status and
entry confirmation from ArriveCAN, the contract will be voided and awarded to the 2nd Choice Photography Contract. The
2nd Choice awardee must be able and willing to step in if the 1st Choice Awardee is unavailable


All submissions must be received by June 1, 2022 by 5:00pm EST, and sent directly to the FRS Executive Director

The Fascia Research Society reserves the right to cancel this Request for Proposal for any reason, without any liability
to any Agency, or to waive irregularities at its own discretion. The lowest priced proposal may not necessarily be
accepted.

Proposals shall be irrevocable until Fascia Research Society awards this Contract, cancels this Request for Proposal,
or a period of ninety-five (95) days has elapsed since the deadline for submission.