Event Management Services for the UNDP Global Leadership Retreat

In coordination with, and under the guidance of the UNDP Country Office team in South Africa, the company will be responsible for the following areas:

         i.    Event Management

•    Design and creation of the broader setting and space of the meeting including booths and exhibition stands

•   Arrange digital displays/poster stands and other hardware needed for exhibition
•   UN and South Africa flags for main conference room
•   Centre pieces for the main stage
•   Stage backdrop for the main conference room
•   Support the coordination of invitations, registrations, and seating arrangements and materials.
•   Coordinate with focal points and prepare a detailed timeline.
•   Coordinate with venue management to ensure seamless program flow. (Collaborate on the development and design of the comprehensive logistics document for participants as well as all other documentation

      ii.      IT & Tech Support

• Provide photocopiers, printers, and Wi-Fi at the event location. Provide capacity to produce additional materials as required.

•   Supply additional laptops, chargers, extension cords, and plugs/sockets.
•   Set up microphones, AV equipment, and a photography zone.
•   Develop an event App
•   Quality audio visual system and hardware for running of sessions in all required rooms
•   Real time polling for questionnaires and polling during sessions from the event App
•   Conference/session video and live streaming
•   Multi camera video and live streaming
•   Multi camera video recording of key sessions with sound captured through audio system
•   Live streaming set up of plenary sessions linked to website
• Uploading of session videos to UNDP’s YouTube channel

 iii.            Meeting Logistics

•  Coordinate the dissemination of invitations and formal invitation letters.
•  Nominate focal points and hold briefing sessions with staff.
•  Prepare a roster and formal documentation.
•  Arrange meeting room space, lunch table branding, registration table, and seating arrangements.

 iv.            Travel Arrangements

• o   Compile a list of participants with contact numbers.
• o   Assist with visa information and travel schedules.
• o   Confirm hotel selections and transportation requirements.
• o   Ensure participants' dietary requirements are met.
• o   Provide a consolidated spreadsheet with arrival/departure information and manage transportation from and to the airport.

•   Arrange a video crew to capture video footage and edit video content throughout the duration of the retreat.
•   Capture video interviews with key participants during the retreat (15 – 20 interviews).
•   Capture video footage (b roll) of all retreat activities.
•   Produce highlights video featuring key interviews, retreat activities and main results.
•   Arrange a photographer to capture retreat photos (provide some edited images (10) in real time after each plenary session)
•   Help set up TED talks as required

 vi.            Documentation and Procurement

. Prepare and send out meeting documentation.

•   Coordinate with suppliers for photography, catering, transportation, translation, and AV services.
•   Finalize procurements at least 4 weeks before the event
•   Coordinate with the CO at every stage of the procurement process.
•   Source and coordinate suppliers and obtain necessary quotes (translation, transportation etc...)

 vii.  Design and print event material

•     Stage backdrop for main conference room
•     6 standing banners for conference rooms and communal areas and catering areas and other material to display through the venue (content and some artwork to be provided by UNDP
•     Propose and source other promotional material as required (e.g. for participant welcome gift packs for +220)