Project Title: Disrupting the Tides: A Human Trafficking Knowledge-Sharing Symposium

Hosted by: Aura Freedom International

Event Date: Thursday, February 20th, 2025
Event Time: 9:00 AM – 4:00 PM EST
Location: Vaughan Studios & Event Space
200 Apple Mill Road, Vaughan, ON L4K 5Z5

Attendee Goal: 200

Background

Aura Freedom is seeking an Event Planning Consultant for a Human Trafficking Knowledge-Sharing Symposium taking place in February 2025 in recognition of Canada’s National Human Trafficking Awareness Day. This dynamic, full-day event will bring together anti-human trafficking and human rights experts, community advocates, survivors, academics, educators, and others to educate and empower frontline service providers with essential knowledge, skills, and resources to combat human trafficking, sexual exploitation, and other forms of gender-based violence, and support at-risk communities.

Objectives

1. Education, Awareness, and Skills Development
   Interactive sessions, workshops, and panel discussions will focus on increasing understanding of human trafficking, exploring its impact, and sharing trauma-informed strategies for those supporting survivors.
2. Resource Spotlight Fair
   Partner community organizations will showcase their resources and community initiatives, providing valuable information to participants.
3. Networking and Collaboration
   Opportunities for participants to network, share experiences, and make connections.
4. Empowerment through Art
   The Symposium will celebrate survivors and frontline heroes through creative performances and/or art installations.

Scope of Work

Strong and professional event planning skills are required. We are seeking quotations from experienced vendors covering all aspects of event planning, including, but not limited to:

1. Venue Setup and Management
   • Setup of the event space for all aspects of the event
   • Tech requirements, audiovisual coordination (microphones, projectors, screens).
   • Event management on the day of the Symposium.
2. Catering Coordination
   • Lunch for approximately 100 participants, including dietary restrictions (vegetarian, vegan, gluten-free options).
   • Morning and afternoon refreshments (coffee, tea, snacks).
3. Speaker/Facilitator Coordination
   • Assistance in booking, coordinating and managing speakers and facilitators for the interactive sessions.
4. Marketing and Materials
   • Distribution and Printing of event materials (program guides, name tags, signage).
   • Promotion of the event through appropriate channels.
5. Resource Fair Management
   • Coordination of booth setups and logistics for participating organizations
6. Volunteer Coordination
   • Coordination of event volunteers
7. Creative/Artistic Performances
   • Support in organizing and managing the artistic component of the Symposium.

Submission Requirements

Vendors are requested to provide the following information in their quotation:

1. Company Profile
   • Brief overview of your organization/company, relevant experience, and qualifications.
2. Proposed Services
   • Detailed outline of services offered, including any value-added services.
3. Pricing
   • Breakdown of costs for each service, including any packages or discounts for bundled services.
4. Timeline
   • Proposed timeline for deliverables leading up to and on the day of the event.
5. References
   • Contact information for at least two references from similar events.

Submission Deadline

Please submit your quotation by December 1, 2024. Quotations can be sent via email to info@aurafreedom.org with “RFQ Human Trafficking Symposium” in the subject line.

Selection Criteria

Quotations will be evaluated based on the following criteria:

• Experience and qualifications of the vendor.
• Completeness and quality of the proposed services.
• Competitive pricing.
• Feedback from references.

• Experience working in the anti-violence sector or other relevant social sector is an asset.
• In-person/on site work will be required.

We look forward to your proposal and to working together to make this Symposium a success.

Thank you for your interest!