Conference of Defence Associations (CDA) – Army Day on the Hill 2026

About the CDA

Established in 1932, the Conference of Defence Associations (CDA) is Canada’s longest-standing national defence and security umbrella organization, representing member associations with a collective membership of more than 400,000 active and retired members of the Canadian Armed Forces.

For over 90 years, the CDA has served as a trusted connector within Canada’s defence and security community, bringing together military, veteran, academic, industry, government, and civilian perspectives to support informed dialogue and engagement on issues of national importance. Through events, research, mentorship, and collaboration, the CDA strengthens connections across the defence ecosystem and supports a better understanding of the challenges and opportunities shaping Canada’s security environment.

About Army Day on the Hill 2026

The Conference of Defence Associations will be executing the third edition of Army Day on the Hill. The event is a national initiative recognizing the history, achievements, and contributions of the Canadian Army (CA). Taking place on Parliament Hill, this event brings together Parliamentarians, defence leaders, industry representatives, veterans, and supporters of Canada’s Army for a day of engagement, advocacy, and celebration.

Army Day on the Hill raises awareness and builds support for the Canadian Army by highlighting its legacy, operational successes, and vital role in protecting Canadians and strengthening national security. The event showcases the people, traditions, and accomplishments that have shaped the Army while fostering greater understanding for its future priorities.

The day features a coordinated advocacy program, providing CDA members, sponsors, and defence community representatives with the opportunity to engage directly with Members of Parliament and Senators through scheduled meetings and discussions. It concludes with the Army Day Reception, bringing together military leaders, Parliamentarians, industry representatives, veterans, and members of the Army community to recognize the enduring contributions of the Canadian Army.

Through Army Day on the Hill, the event creates a national forum that honours service, strengthens relationships, and connects Canada’s defence community with decision-makers.

GOVERNMENT RELATIONS CONSULTANCY SERVICES REQUIREMENTS

The CDA is seeking a qualified contractor to provide comprehensive planning, coordination, and execution support of Army Day on the Hill 2026.

Army Day on the Hill is a full-day advocacy initiative that brings together representatives from Canada’s defence community with Members of Parliament and Senators from all recognized political parties. The event requires extensive planning and coordination across multiple stakeholders, including Parliamentary offices, military leadership, sponsors, participants, and CDA leadership, to ensure a seamless and impactful program.

The successful candidate will be responsible for the development and execution of logistical and administrative aspects of Army Day on the Hill, including but not limited to:

Parliamentary Coordination

• Developing and implementing a strategy for securing meetings with Members of Parliament and Senators in coordination with CDA leadership and Parliamentary Sponsors.
• Establishing and maintaining relationships with Parliamentary offices to facilitate meeting requests, confirmations, scheduling changes, and participant engagement.
• Coordinating with Parliamentary Sponsors to support outreach efforts and maximize participation across all recognized political parties.
• Tracking meeting confirmations and maintaining accurate records of all Parliamentary engagements.
• Coordinating the distribution of invitations to Parliamentarians for event, including the evening reception.
• Working with CDA to ensure all activities are conducted in accordance with applicable Parliamentary and lobbying requirements.

Participant Management

• Managing participation and attendance of corporate sponsors, CDA members, and other approved delegates.
• Developing participant team assignments for Parliamentary meetings.
• Coordinating participant communications before, during, and after the event.

• Providing participants with schedules, meeting locations, contact information, and event logistics.

Briefing Materials and Advocacy Support

• Developing comprehensive participant briefing materials in consultation with CDA.
• Producing individualized meeting schedules and team assignments.
• Preparing briefing notes, participant instructions, maps, biographies, and supporting documentation required for meetings with Parliamentarians.
• Coordinating the preparation and distribution of information packages to be provided to Members of Parliament and Senators.
• Ensuring all materials are consistent with CDA messaging and advocacy objectives.

Meeting coordination on day of the event

• Monitoring meeting schedules and respond to changes or unforeseen circumstances in real time.
• Serving as the primary logistical point of contact for participants, Parliamentary offices, and CDA representatives during the event.
• Providing participants with clear instructions regarding security procedures, arrival times, and access requirements arrangements.

Access to Parliamentary buildings coordination on day of the event

• Coordinating security requirements and access procedures to parliamentary buildings for participants, in accordance with applicable Parliamentary security protocols.
• Liaising with relevant security personnel and Parliamentary services to facilitate participant access and ensure a smooth arrival process.

Reporting and Compliance

• Collecting and consolidating participant feedback and meeting reports following the event.
• Preparing a post-event summary detailing Parliamentary engagement outcomes, participation metrics, and key observations.
• Maintaining records necessary to support CDA’s lobbying and reporting obligations.

REQUIRED EXPERIENCE

Applicants must demonstrate:

• Proven experience coordinating meetings and events involving Members of Parliament, Senators, Ministers, senior government officials, and/or political staff.
• Knowledge of Parliamentary procedures, protocols, and stakeholder engagement practices.
• Experience managing complex, multi-stakeholder advocacy or government relations initiatives.
• Experience coordinating senior-level participants, sponsors, and external stakeholders.
• Exceptional project management, communications, and stakeholder engagement capabilities.
• Experience working within the defence, security, public affairs, association, or government relations sectors will be considered a significant asset.

PROPOSAL SUBMISSION REQUIREMENTS

Applicants are invited to submit a proposal outlining their qualifications, experience, and approach to supporting the delivery of Army Day on the Hill 2026.

Proposals should include the following:

1. Company Profile

• Legal name of organization
• Primary contact person and contact information
• Brief overview of the organization, including years in operation
• Description of relevant services and areas of expertise

2. Relevant Experience

Provide a summary of experience delivering projects of similar scope and complexity, including:

• Government, parliamentary, military, defence, association, or public affairs events
• Multi-stakeholder events involving senior government officials, military leaders, sponsors, and industry representatives
• Parliamentary meeting coordination, participant management, and logistical support for security and transportation arrangements

3. Project Team

Identify the proposed project team, including:

• Project lead and key personnel
• Roles and responsibilities of each team member
• Relevant qualifications and experience

Resumes or biographies of key personnel may be included as an appendix.

4. Proposed Approach

Provide a detailed description of the proposed approach to delivering the services outlined in this RFP, including:

• Project management methodology
• Communications and stakeholder coordination approach
• Event-day staffing plan
• Risk management considerations
• Proposed project timeline and key milestones

5. Pricing

Provide a detailed budget outlining all fees associated with the proposed services, including:

• Professional fees
• Staffing costs
• Administrative expenses
• Any additional anticipated expenses

All pricing should be quoted in Canadian dollars and exclude applicable taxes.

6. References

Provide a minimum of three client references for projects of a similar nature, including:

• Organization name
• Contact name and title
• Telephone number
• Email address
• Description of services provided

Submission instructions

• Proposals must be submitted electronically in PDF format.
• Submission Deadline Date: August 7, 2026
• Submission Email: jennifer@cdainstitute.ca
• Subject Line: Army Day on the Hill 2026 RFP Submission – [Organization Name]

Late submissions may not be considered.