GKCC 2026 RFP Command Center

Greater Kingston Chamber of Commerce
Request for Proposal (RFP)
2026 Kingston Business Awards

1. Introduction

Video Production & Photographic Coverage

The Greater Kingston Chamber of Commerce (GKCC) invites proposals from qualified suppliers to provide video production and photographic coverage for the 2026 Kingston Business Awards. The Kingston Business Awards celebrate excellence across the local business community and are a signature GKCC event. The successful proponent will help elevate the visibility and prestige of the Awards through high-quality nominee and winner videos, full event photography, and a social-media recap video.

2. Event Information

• Event Date: Thursday, May 21, 2026
• Event Venue: Isabel Bader Centre for the Performing Arts (390 King Street West, Kingston, ON)
• Event Components: Nominees' reception, Cocktail hour, Awards ceremony
• Estimated Event Coverage Window: 5:00 p.m. - 9:30 p.m.
• Equipment Setup/Testing: Required morning and early afternoon on May 21, 2026

3. Scope of Services

The selected supplier will provide the following services:

• A) Nominee Videos (10 total): Capture and edit 10 nominee videos (one per category). Approx 50-60 nominees total. Estimated length per video: 45-90 seconds. Filmed in Kingston studio supplied by vendor.
• B) Winner Videos (10 total): Capture and edit 10 winner videos (one per category). Estimated length: 45-90 seconds. Filmed in same studio setting.
• C) Event Photography (May 21, 2026): Professional coverage of reception, cocktail hour, awards ceremony. Includes arrival, key moments, presentations, candids.
• D) Recap Video for Social Media & Website: Produce recap video in three durations (15s, 30s, 60s) in both Horizontal (16:9) and Vertical (9:16) formats.
• E) Technical & Quality Standards: All videos captured and delivered in 4K (UHD). Proper lighting, audio, framing required. Final deliverables must be broadcast ready.
• F) Branding & Editorial Direction: GKCC provides brand guidance. Supplier collaborates on prompts/style.
• G) Revisions: Up to two (2) reasonable revision rounds per video included in pricing.
• H) File Formats & Delivery: Videos in MP4 (H.264 or H.265). Photos as High-resolution JPG (print) and Web-optimized JPG (social).
• I) Backup & Contingency: Supplier must have backup equipment and contingency plan for staff illness.
• J) Consent & Privacy: Follow GKCC guidance on guest coverage.

4. Filming Schedule

Nominee and winner recordings must occur within: April 6-17, 2026. Filming concentrated into max 3 days within that window.

5. Deliverables & Deadlines

• 1st Draft of all videos: May 5, 2026
• Final Versions of all videos: May 15, 2026
• Photography and recap video delivery schedule proposed by vendor.

6. Supplier Requirements

• GKCC Membership: Must be active member or join prior to contract.
• Studio in Kingston: Supplier provides studio.
• Equipment Responsibility: Supplier provides all gear.
• Code of Conduct: Must sign GKCC Code of Conduct.

7. Proposal Submission Requirements

• Company Overview: Experience, portfolio.
• Approach & Work Plan: Filming approach, scheduling strategy for 60 nominees in 3 days, event plan, recap concept, QC process, backup plan.
• Deliverables: Confirmation of all items.
• Team & Roles: Identify personnel (producer, videographers, photographers, editors). Specify who is onsite.
• Timeline: Confirm deadlines.
• Budget: Detailed all-inclusive quote (Pre-production, Filming, Editing, Event, Recap, Travel, Taxes).
• References: At least two recent references.

8. Evaluation Criteria

Experience/Quality, Work Plan/Logistics, Creative Approach, Timeline Ability, Quality Controls (4K), Budget Value, Membership Status.

10. Submission Deadline & Contact

Deadline: Thursday, January 15, 2026 at 4:00 p.m. (ET)

Email: kcross@kingstonchamber.ca (Karen Cross, CEO)

12. Confidentiality

Information shared is confidential. Supplier shall not disclose to third parties without consent.

13. Ownership & Usage Rights

All assets become property of GKCC upon final payment. GKCC retains unlimited usage rights. Supplier may reference project in portfolio with permission.

14. Accessibility & Inclusivity

Commitment to inclusive event experience. Filming practices must support welcoming environment.

15. Insurance, WSIB & Compliance

Proof of CGL Insurance and WSIB clearance required.

Greater Kingston Chamber of Commerce
CODE OF CONDUCT AND ETHICS (VENDORS & SUPPLIERS)

Purpose

The Greater Kingston Chamber of Commerce ("the Chamber") believes in honesty, integrity, respect, and the principles of diversity, equity, and inclusion (DEI). We require all vendors, suppliers, contractors, consultants, and other third parties ("Vendors") working with or on behalf of the Chamber to uphold these values. The purpose of this Code of Conduct is to outline the Chamber's expectations for the behaviour, ethical standards, and business practices of Vendors.

POLICY

The Chamber is committed to doing business in a respectful, lawful, and ethical manner. Vendors are expected to behave in a professional and courteous manner toward the Chamber, Chamber employees, our members, strategic partners, and the public at all times. Vendors must conduct their activities with honesty and integrity, and in a way that supports and represents the Chamber's DEI principles in all work delivered to members or stakeholders on our behalf.

Diversity, Equity, and Inclusion Expectations

Consistent with the Chamber's DEI commitment:

• Diversity consists of the conditions, expressions, and experiences of different individuals.
• Equity means that people of all identities are treated fairly.
• Inclusion is the cultivation of an environment in which all people are respected.

The Chamber values diversity, equity, and inclusion because every person has a right to equal treatment. Vendors are expected to model these principles in their work with the Chamber.

EXPECTATIONS FOR WORKING WITH INTEGRITY

Vendors will adhere to the following guidelines:

• Provide services as agreed in contracts, meeting deadlines and quality standards.
• Act honestly and transparently in all dealings, including accurate invoicing.
• Treat others with dignity and respect.
• Support a diverse and inclusive environment by eliminating barriers.
• Comply with all applicable laws (employment, human rights, accessibility, privacy, health & safety).
• Protect confidential information.
• Avoid conflicts of interest and disclose them promptly.
• Use Chamber resources as intended.
• Ensure subcontractors also comply with this Code.
• Report concerns promptly if they observe conduct that may violate this Code.

THE CHAMBER WILL NOT TOLERATE

• Discrimination, harassment, bullying, or violence of any kind.
• Behaviour that undermines DEI principles (marginalizing, demeaning, excluding).
• Illegal or criminal behaviour (stealing, fraud, damaging property, illegal substances).
• Any type of lewd behaviour or unethical conduct.
• Working under the influence of substances that impair judgement/safety.
• Retaliation against anyone raising a concern in good faith.
• Competing with the Chamber or using Chamber info for personal gain beyond scope.
• Misrepresenting the Chamber or its products/services.
• Improper influence in procurement (bribery, kickbacks).

REPORTING & COMPLIANCE

Vendors are expected to cooperate with the Chamber in addressing concerns. Vendors must notify the Chamber as soon as they become aware of any breach of this Code related to Chamber work.

CONSEQUENCES OF NON-COMPLIANCE

Failure to comply may include:

• Requirement for corrective measures
• Suspension of work
• Removal of Vendor personnel
• Termination of contracts
• Disqualification from future business

ACKNOWLEDGEMENT

Vendor/Supplier Acknowledgement of Code of Conduct & Ethics
I, the undersigned, confirm that I have received, read, and understand the Code. I agree to comply with the standards, expectations, and requirements outlined in this Code when providing goods or services to the Chamber.