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Event Management Services for Regional Conference on Insurance & Risk Financing
Procurement Process
RFQ - Request for quotation
Office
UNDP-IRH - TURKEY
Deadline
17-Sep-23 @ 05:00 PM (New York time)
Published on
10-Sep-23 @ 12:00 AM (New York time)
Reference Number
UNDP-IRH-00069,3
Contact
Procurement IRH - procurement.irh@undp.org
Introduction
Scope of the TenderEvent Management Services for:
Regional Conference on Insurance & Risk Financing in the ECIS from 3rd to 4th October 2023 in Istanbul, Turkiye.
The meeting aims to bring UNDP and its partners in ECIS region together to discuss the key challenges and opportunities on promoting insurance and risk financing.
The total number of participants will be approximately 100 participants (could be corrected later, based on nominations)
The dates/times of the event are as follows:
3 October, start 8:00 am – 6:00 pm for 100 participants
4 October, start 8:00 am – 6:00 pm for 100 participants
The residential venue should be of at least a 4-star standard, in Istanbul, easily accessible by public transport and allowing for the drop-off and parking area. The residential venue must have the following characteristics:
a) Room (1) facilities large enough to accommodate approximately 100 participants for the security briefing and general session. The room should have access to internet connection and the appropriate space to accommodate translations and technical IT support to facilitate the presentations and microphones connections.
b) Easy access to the venue’s in-house facilities or an adjacent room for lunch and suitable area for coffee breaks in the immediate vicinity of the conference facility, with access limited to conference participants, UN staff and the required hotel staff.
c) Lunch Buffet. It should include soft drinks and the choice of food should cater for all needs (meat, fish, vegetarian) with both European, Central Asian and Middle Eastern including Turkish cuisine.
d) Provision of coffee, tea, water with suitable snacks (cookies, fruit baskets) outside of the conference room/facility throughout the day, at a minimum 8:00 am to 6:00 pm. on Tuesday, 3rd October and Wednesday, 4th October.
e) Regarding Lunch Buffet, the requirement is needed for Tuesday, 3rd October and Wednesday, 4th October.
1. Technical requirements
Room Summary
| 1 Conference room | for approximately 100 people with access to internet connection and the appropriate space to accommodate technical IT support to facilitate the presentations and microphones connections | required from 8:00 am to 6:00 pm for Tuesday, 3rd October and Wednesday, 4th October, 2023. |
a) Main Conference room
One (1) large conference room for the event required from Tuesday, 3rd October and Wednesday, 4th October between 8 am – 6 pm in Istanbul, Turkiye, 100 participants (this is the total number of participants, including facilitators, IRH colleagues and support staff);
Equipment:
- Sound System
- 2 delegate microphones at each table, plus 1 wireless microphone for trainers/facilitators
- Power supply with power outlets (for charging Laptops etc)
- Projector and screen for presentations
- A full-time technician on-site to handle the audio equipment, projector and that ensures smooth connection
- Camera and camera man for zoom connection for online participants
- Private Internet/ Zoom Connection
- Name Tags
- Room must be available for set up required from Tuesday, 3rd October and Wednesday, 4th October between 8 am – 6 pm in Istanbul, Turkiye
- Round tables for 100 participants
- Good and stable Internet connection with Wi-Fi password available to all participants.
- 8 flipcharts and markers are needed