Procurement Notices

Scope of the service and expected deliverables: - (Only National Firm is allowed to participate on this Bid’’) For 5 days (22 – 26, July 2024), The objective of this service is to create an engaging event experience through an effective set up, efficient logistics, a seamless technical experience (sound, lightning) and other related services. The event planning company will be responsible for coordinating and executing these aspects in accordance with the requirements of MoFA.

The scope of this event management service includes conference setup, interpretation, streaming, audio recording, photographing,  ushering, secretary etc.  

Expected deliverables for both events: (detail available on the attached ToR): -

1.      Logistic

·        Conduct preparatory visits to the meeting venues and coordinate venue setup and technical requirements with the MoFA and the Hotel, including stage layout, testing sound (venue’s microphones, speakers, audio feed), presentation material (venue’s projectors, screens/displays), table and seating arrangements, internet connection, and registration desk, cocktail.

·        Conference equipment needs are to be determined with MoFA, the venue and the company.

·        Set up the stage area for presentations and speeches, ensuring a professional audio system, and providing suitable lighting and necessary visual displays such as screens or projectors.

·        Plan and implement an efficient guest registration and management system, including check-in stations with ushers and a designated area for registration and information.

          Provide and set up professional sound and lighting equipment, and a live feed, to ensure high-quality audio and visual experiences during the event.

·        Provide and set up Interpretation booths and equipment for simultaneous interpretation

2. Conference Materials

·        Registration Desk to be branded with stickers.

·        Digital advertising display screens, touch screen

·        Interpretation booth

·        LED screens

·        Sound system

·        Tech desk to manage screen and al content.

·        Stream into different rooms at the hotel

·        Wired mics for States

·        Wired mics for podium / stage

·        Audio recording

·        Ushers

·        55-inch screens on stand

·        Clocks

·        Timer / feedback monitor

·        Power outlets / dividers

·        Stage backdrop (15m x 2.5m)

·        Photo backdrop (7m x 3m)

·        Foyer area backdrop (5m x 3m)

·        Branded podium

·        Ramp for stage

·        Spot lights towards stage

·        Media box

·        Office of USG – TVs

·        Conference Secretary – TV

·        Event management