Professional Conference Organizer (PCO) for Canadian Cancer Research Conference (CCRC) and Quality Cancer Care in Canada (Q3C) Symposium

This RFP is being issued by the Partnership, on behalf of the CCRA. The goal of this RFP is to procure an experienced PCO to support the abstract submission, registration and planning logistics of the CCRC and Q3C symposium.

History of the Canadian Cancer Research Alliance (CCRA)

The CCRA is an alliance of organizations that collectively fund most of the cancer research conducted in Canada – research that will lead to better ways to prevent, diagnose, and treat cancer and improve survivor outcomes. Its members include federal research funding programs/agencies, provincial research agencies, provincial cancer care agencies, cancer charities, and other voluntary associations.

About the CCRC

The CCRC is Canada’s only conference devoted to the continuum of cancer research from discovery to survivorship and palliative and end of life care and policy. Since its inaugural meeting in 2011, this biennial conference showcases the breadth and excellence of research in Canada, provides a venue for networking and cross-fertilization within and between research disciplines, communicates the impact of Canada’s cancer research investment to the public and media, and provides a means for agencies to connect with their research communities. The next CCRC will be held in Ottawa November 2-5, 2019. The expected registration is approximately 1200 participants. Previous conferences were held in Toronto (2013 and 2011) with 991 and 1030 conference delegates, respectively, Montreal (2015) with 981 delegates, and Vancouver (2017) with 1040 delegates in attendance.

For the 2019 CCRC the CCRA Executive office is working closely with the Partnership to plan a large satellite meeting, the Quality Cancer Care Conference (Q3C) that will also be supported by the successful Proponent, above and beyond the support that the Proponent will be expected to provide for the full CCRC and its various commitments. In 2017, the inaugural Q3C was held in Toronto, Ontario which brought together over 300 delegates from various healthcare disciplines, policy and decision-making backgrounds. It featured presentations from international and Canadian lead-ers in healthcare with a blend of plenary sessions, concurrent sessions and a poster session with content structured in implementing innovative healthcare improvement initiatives and driving quality cancer care at the local and national level.

Content was organized into the following themes; improving diagnostic process and quality of cancer care, implementation science, cost and sustainability, and selected from a competitive abstract submission and recommendations from the scientific commit-tee. The Q3C in 2019 will take place as an abridged one-(1) day satellite meeting (7:30 am – 8:00 pm, including breakfast, program and a reception) preceding the CCRC. It is anticipated that approximately 300 delegates and a scientific program designed with a compliment of plenary, concurrent and poster sessions generated by content submitted by a competitive abstract process and in-formed by the scientific program committee.

Objectives / Purpose

On behalf of the CCRA, the Partnership requests Proposals from experienced individuals, organizations, or teams to act as the successful Proponent to work with the CCRA Executive Office and Q3C planning committee to organize and manage the 2019 CCRC and its component parts. The 2019 CCRC will be held at the Shaw Centre in Ottawa, Ontario from November 3 to 5, 2019, with conference move-in and satellite events occurring on November 2, 2017, including the Q3C satellite meeting. A contract with the Shaw Centre, as well as The Westin Ottawa and Fairmont Chateau Laurier hotels are already in place.

The successful Proponent will be asked to provide logistical support for activities for the CCRC and Q3C from planning to post-conference wrap-up.

**Proponents should reference this RFP number (RFP No. RP801-2018-01 in the subject line of their correspondence.**

Other Information

Bid Details

RFP No. RP801-2018-01


Awarded to Exposoft Solutions

Issue date

April 25, 2018

Proposal Submission Deadline:

Deadline for proponent enquiries - Tuesday, May 8, 2018 at 5:00 p.m. ET (Toronto local time)
Deadline for issuing addenda & responses to proponent enquiries - Thursday May 10, 2018
Proposal submission deadline - Wednesday May 16, 2018 no later than 3:00 p.m. ET (Toronto local time)
Interviews - Week of Monday May 28th, 2018

Proponents Enquires e-mail: