Please note that the application period for this RFP has now closed.
Regional Tourism Organization 9 (RTO 9) is seeking experienced video production and creative teams to help tell the story of South Eastern Ontario as a vibrant, four-season travel region made up of distinctive communities, landscapes, and experiences.
From waterfront towns and historic cities to rural escapes and cultural corridors, South Eastern Ontario offers a depth of stories waiting to be told. Through this RFP, RTO 9 is inviting creative partners who are passionate about championing tourism, elevating place-based storytelling, and translating the character of destinations into emotionally engaging visual narratives that inspire travel.
This project will produce a cohesive suite of destination marketing videos that celebrate both the individuality of each destination and the collective strength of the region as a whole.
Project Overview
The successful proponent will produce:
- 11 thirty-second destination-specific videos
- 1 sixty-second regional video featuring all destinations, to be used as the primary homepage header video on SouthEasternOntario.ca
The videos will blend curated existing visual assets from RTO 9’s CrowdRiff library with newly captured footage to ensure seasonal representation, creative cohesion, and strong brand alignment. The priority of this work is inspirational storytelling and long-term brand building.
Who Should Apply
This opportunity is well-suited to creative teams who:
- Specialize in destination, tourism, or lifestyle storytelling
- Bring a strong cinematic eye and narrative sensibility to short-form video
- Are experienced in multi-location production and collaboration
- Can balance a consistent visual identity with the unique personality of each place
RTO 9 welcomes creative ideas and recommendations that add value and enhance the overall impact of the project.
Key Dates
- February 11, 2026: RFP released
- March 6, 2026 at 12:00 PM EST: Deadline for questions
- March 9, 2026: Responses to questions issued
- March 11, 2026 at 4:00 PM EST: Proposal submission deadline (closed)
- Week of March 16, 2026: Proposals reviewed
- Contract award and project kickoff: To be determined
Full project details, submission requirements, and technical specifications are available in the complete RFP document linked below.
For project-specific questions, please contact Bonnie Ruddock, Executive Director, RTO 9 - bruddock@region9tourism.ca
Video Production Questions - Project Scope & Scheduling
Can you explain your seasonal filming expectations further? RTO 9 would anticipate a coordinated film schedule across multiple destinations at a time. Perhaps destinations are split into 3 and visited once per season (spring, summer, fall, and winter).
- East - Cornwall, SDG Counties, Prescott Russell, Brockville
- Central - 1000 Islands Rideau Canal Waterways, 1000 Islands Gananoque, Kingston
- West - PEC, L&A, Frontenac County, and Bay of Quinte
RTO 9 would be looking for seasonality across all destinations. We intend to ensure that all destinations are represented across all seasons within each video.
Are there priority destinations, experiences, or campaigns already planned that should inform filming timing (e.g., festivals, seasonal events)? Filming should focus on the core, year-round assets that define each destination, rather than festivals or one-time events that may not occur annually. The priority is to capture the iconic experiences and signature attractions that consistently shape the identity and visitor appeal of each community. Examples include Fort Henry in Kingston, Upper Canada Village in SDG Counties, the wineries and cideries of Prince Edward County, the Cataraqui Trail in Frontenac County, and the Dark Sky Viewing Area in Lennox & Addington County. These types of assets offer enduring storytelling value and align with a sustainable, long-term content strategy.
A finalized list of priority assets will be confirmed following contract award, in consultation with each destination to ensure alignment with local tourism priorities and brand positioning.
Is there an anticipated project completion date or key campaign launch timing we should plan around? Completion Date - March 31, 2027 - Launch date - May 1st 2027.
Will RTO 9 assist in coordinating access with regional partners and tourism operators, or is this expected to be managed entirely by the proponent? RTO 9 will facilitate initial email introductions between the successful proponent and relevant regional partners and tour operators across South Eastern Ontario. Following these introductions, the proponent will assume responsibility for ongoing communication, coordination of relationships, and the planning of photoshoot locations, logistics, and timing directly with each partner.
Is RTO 9 expecting proponents to develop the creative concept and storytelling approach as part of this submission? Yes
Are there any requirements or restrictions regarding on-screen talent or voiceover (e.g., union vs. non-union talent)? Non-union talent preferred. If Union, we must have the right to use all talent(s) likeness in whole or in part, for perpetuity.
Can you confirm whether the perpetual usage rights include paid advertising, broadcast placement, and international usage for all partners listed? Yes
Is there a preferred number or type of work samples to include (e.g., tourism-specific only, or broader destination marketing and documentary work)? 3 examples of your best work
Are proponents expected to include a fully detailed production budget at this stage, or a range/estimated budget based on the proposed methodology? A range/estimated budget based on the proposed methodology
Is there a budget range we should keep in mind? Applicants are asked to provide a detailed quote based on the scope outlined in this RFP. Please note that this project has an approved budget allocation, and proposals will be evaluated based on experience, approach, and overall value in relation to the scope. Cost will not be the sole determining factor in the evaluation of proposals.
Has RTO 9 completed any preliminary review of the CrowdRiff library to identify seasonal or thematic gaps, or is that analysis expected to be part of the consultant’s work? Analysis is expected to be part of the consultant’s work in collaboration with RTO 9.
Are vertical (9:16) versions simple reformats, or is the expectation to capture both 16:9 and 9:16 footage? Simple reformats
