PLAN AN EVENT

1. Are there any applicable landmark fee percentages and on what services?
At this time, TRCA has not finalized the landmark fee.

2. Are the venues open all year round? Or is it only seasonal?
Both Venues are open year-round.

3. Annexure A – 4a, All applicable employees need to attend TRCA training sessions and management meetings. Please provide details.
All vendors forming part of the roster will be expected to attend training/information sessions, including but not limited to site-specific building operations, operating rules, security, waste management, and other topics related to operating at a shared multi-use facility.

4. Annexure A – 4b, The vendor needs to provide a computer system. Is this referring to the POS system and payment facilities? Please provide details.
Yes. TRCA can provide internet connectivity to operate these systems at each Venue.

5. Where is the food to be heated/plated, is there a food service staging area for both venues? Is there refrigeration on site?
There is a commercial refrigeration unit available at each Venue. While space within the kitchen is available for plating and preparing meals, ovens and food warmers are not available for use. The caterer must supply equipment for heating the food.

6. Are we able to have a site visit before submitting a proposal?
There are no site visits contemplated in this RFI. Should TRCA issue a Request for Proposal (RFI) process, TRCA may coordinate site visit(s) at each Venue.

7. What are the most common types of events held at TRCA venues?
These are multi-use facilities that host a large array of events and services. As it relates to this RFI, weddings and corporate meetings are presumed to be the most common types of events.

8. How many vendors does TRCA typically contract for events? Is exclusivity an option?
The purpose of the roster is to provide event hosts with the opportunity to choose from a selection of TRCA’s pre-approved vendors so that they may prioritize diversity of food offerings, decor, pricing options, etc. according to their plans and budgets. To host an event at the Venue(s), hosts must select a pre-approved vendor from the roster. However, the proposed arrangement is not exclusive between TRCA and the pre-approved vendors; vendors may coordinate events for other third parties at other locations during the arrangement term. Similarly, TRCA may organize its own events at the Venue(s) using other third-party operators.

9. Are there preferred formats for financial proposals or service descriptions?
Please refer to section 3.2 for submission instructions. For greater certainty, Respondents are specifically directed not to provide detailed prices or rates in their Response.

10. What is the annual expected volume of events?
As it relates to this RFI, the Venues are generally in use most weekends from May-October with weddings.

11. Any preferred staffing or rental providers for the venues?
TRCA does not have any preferred staffing or rental providers for the Venues. Pre-approved vendors on the roster will be expected to provide end- to-end wedding and event services using rental providers and staffing models that best meet their needs.

12. Will there be a primary (managing) vendor who will also support the venues with marketing, sales, etc?
There will not be a primary managing vendor conducting marketing. Marketing will be done individually by the selected vendors and by TRCA.

13. Does TRCA have a list of exclusive or semi-exclusive suppliers for event rentals, furniture, staffing etc?
TRCA does not have a list of exclusive or semi-exclusive suppliers. The pre-approved vendors will work directly with their list of suppliers.

14. Will the venues provide Furniture / Rentals such as in-house tables and chairs and glassware, tableware, and silverware?
The Venues have tables and chairs. Some guests request upgrades and will work with the vendor to source those. All other items, including glassware, plates, flatware, tablecloths etc. will be the responsibility of the vendor to source and provide to the customer.

Thank you again for your interest in this RFI process.