STATEMENT OF WORK Education Event Support Contract

1. Period of Work

Start Date:
End Date:

August 17, 2016

October 14, 2016

2. Budget

Up to $4350 CAD

3. Background
In marketing Canadian education in the United Kingdom, LDN hosts and
participates in a number of key events throughout the year. These include key
events in which clients, Canadian education institutions, also participate. At
these events, Post is responsible for organizing Canadas presence and also for
providing clients with increased knowledge of business opportunities. This is
done by holding bilateral or multilateral meetings on various topics in higher
education of particular interest to clients, organizing one-on-one meetings, and
holding other special events promoting Canadian education. This year, LDN is
working on education events that fulfill one initiative within Strategia.
UK Recruitment Events
LDN annually hosts and participates in higher education events that focus on
increasing the number of UK students applying to Canadian post-secondary
institutions. These events can each draw in up to 25 Canadian clients annually,
and LDN is responsible for the organization of these events as well as supporting
clients work in the market.
In 2016, LDN has four recruitment-focused initiatives planned:
i) EduCanada UK Seminar and Fair
Dates: September 30 & October 2, 2016
Format: Seminar and fair
Participant profile: career advisors and students interested in studying in
Canada
Number of participants: 50 career advisors, 300 UK students (and
parents), and 25 Canadian institutions
Content: LDN will host a two days of programming to promote studying in
Canada, aimed at UK career advisors and students and their families.
These events will include a seminar series, B2B meetings, a fair and a
small reception, all hosted at Canada House in London.
ii) Campus Global
Date: September 25, 2016
Format: Seminar and fair
Content: LDN will participate in this third-party fair in London and expects
up to 10 Canadian institutions to participate as exhibitors. LDN will
participate as a speaker.
iii) The Student World
Date: October 1, 2016
Format: Seminar and fair

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Content: LDN will participate in this third-party fair in London and expects
up to 12 Canadian institutions to participate as exhibitors. LDN will
sponsor the event and will participate as a speaker.
iv) UK regional school events
Dates: September 27 to October 5, 2016 (exact dates and events to be
announced)
Format: seminar and fair
Content: LDN will organise visits to various UK schools on the margins of
the EduCanada UK Fair, and will recruit Canadian institutions to attend
these events.
4. Objective: to contract services to help organize student recruitment events,
both those hosted by the High Commission, and those co-hosted with other
parties/schools.
5. Scope of Work the contractor will be responsible for, but not limited to,
completing the tasks itemized below.
UK Recruitment Events
a) EduCanada UK Seminar and Fair 2016
- Arrange/coordinate some logistics for event: arrange security, room
format, necessary equipment;
- Arrange/coordinate B2B meetings for Canadian clients;
- Assist in recruitment of Canadian schools;
- Assist with coordination of seminars;
- Provide general support for event.
b) Campus Global 2016
- Assist with shipping of materials;
- Provide general support for event.
c) The Student World 2016
- Manage production of promotional materials for event;
- Assist with shipping of materials;
- Provide general support for event.
d) UK regional schools events
- Assist with logistics for events;
- Assist with recruitment of schools;
- Prepare materials for events (agenda, participant bios, etc.);
- Provide general support for events.
6. Constraints
6.1 - Constraints of contractor
The contractor must work in collaboration with the Canadian High
Commission (CHC) in London.

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6.2 Responsibilities of CHC
-

CHC will meet the planning schedule by submitting the relevant

information;
CHC will provide input and direction as necessary;
CHC will make sure the contractor is aware of critical deadlines;
CHC will assume proofing in French and English;
CHC will ensure the coordination and recruiting of Canadian
participants;
CHC will identify Canadian speakers as necessary;
CHC will identify the objectives of Canadian participants with regards
to meeting with potential UK partners;
CHC will be available to answer questions from the contractor related
to this project;
CHC will ensure an on-site presence and participation in the events

7. Milestones
UK Recruitment Events
i) EduCanada Fair 2016
Task

Deliverable

Period of Work

Due Date

Final invitations to
Invitation
UK contacts, schools, letter sent out
partners

Early September

September 5,
2016

Coordinate B2B
meetings for
Canadian clients

Individual
schedules of
meetings
completed

September

September 28,
2016

Assist with
coordination of
seminars

Seminar
schedule

September

September 28,
2016

Final Program

Final program
in PDF and
print copies

End of
September

September 28,
2016

On-site support

Troubleshootin September 30 &

g and welcome October 2, 2016
desk

September 30 &
October 2, 2016

ii) Campus Global 2016

Task

Deliverable

Period of Work

Due Date

On-site support

Troubleshootin
g

September 2016

September 25,
2016

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iii) The Student World 2016
Task

Deliverable

Period of Work

Due Date

Managing production
of promotional
materials for event

Printed
materials
produced and
delivered to
event venue

September

September 30,
2016

On-site support

Troubleshootin
g

October 1, 2016

October 1, 2016

Period of Work

Due Date

iv) UK regional schools events

Task

Deliverable

Managing logistics
for events

Booking
Augusttransportation, September
troubleshootin
g

September 26,
2016

On-site support

Troubleshootin
g

September 26 to
October 7, 2016

Various dates
SeptemberOctober

8. Control Measures
Ongoing communication and coordination with CHC when necessary.
9.

Contract Terms

Under the terms of this contract if the winning bidder is unable or

unwilling to carry out the work personally they will not be obliged or have
any right to allow someone else to perform the work.
The Project Authority will decide what work the winning bidder will
perform and can move him/her from one task to another as the priorities
change. The project authority will decide the best way the work should be
completed as the winning bidder will not be a subject matter expert.
The winning bidder will be advised by the project authority the working
arrangements i.e. hours or shifts or flexible working hours and where the
work is done.
The winning bidder will not have to provide any items of equipment to
perform the work.
The worker will not be required to pay the cost of any materials or
supplies used during the work.
The winning bidder will be paid an all-inclusive rate of remuneration that
will include the cost of the winning bidders travel, meals etc.