Virtual and Hybrid Events Comprehensive Support Service

Question deadline: March 23rd, 2026.

Solicitation closes: April 1st, 2026 at 02:00 PM EST.

Initial contract term: From contract award date to March 31st, 2028.

Contract extension option: Up to three additional 1-year periods, potentially extending to March 31st, 2031.

Quarterly reporting: Within 30 calendar days of the end of each quarter.

Threat and risk assessment: Within 90 calendar days of contract award, and within 30 calendar days of each anniversary date if the contract lasts longer than one year.

Ontario is seeking a contractor to deliver comprehensive support services for both virtual and hybrid events. The contractor will be responsible for facilitating a broad range of events, including short meetings, webinars, and multi-day sessions, with participant numbers varying by event type. Services must encompass all stages from pre-event planning, including a scheduled alignment meeting with at least one week's notice, to onsite or remote event execution.

For virtual events, the contractor must provide a robust webcast platform supporting up to 5,000 concurrent participants, accessible via desktop, mobile, and tablet devices, with optional dedicated mobile app integration. All platforms and content must meet WCAG 2.0+ accessibility standards. Services must also include real-time language toggling between English and French, simultaneous interpretation capabilities, high-definition or 4K video recording delivered within 48 hours, and a minimum 30-day hosting period for event recordings. The contractor should offer a full suite of audience engagement tools, such as moderated Q&A, chat, polling, games, quizzes, leader boards, document sharing, and more.

For hybrid events, the contractor is required to supply and manage all necessary core production equipment. This includes at least two HD/4K cameras with monitors, laptops for bilingual presentations, an interpretation booth equipped with a minimum of 50 wireless headsets, a comprehensive audio package (lapel and handheld microphones, mixers), video presentation equipment (monitors, projection screens, comfort monitors), suitable broadcast lighting, and staging elements such as risers, stairs, draping, and poles.

The duration of the contract will be one year, with the selected contractor expected to ensure high-quality, accessible, and bilingual event delivery throughout the agreement period.