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If you already have a supplier profile, please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-ETH-00355,1, following the instructions in the user guide.

Introduction

Scope of the service and expected deliverables: - (Only National Firm is allowed to participate on this Bid’’) For 23 November 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 the event in accordance with the requirements of UNDP & EIH.

The scope of this event management service includes event setup, event equipment, branding and promotion, follow-up invitations, live streaming and ushering

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

1.      Coordination

·       Conduct preparatory visits to the meeting venues and coordinate venue setup and technical requirements with the Hotel/venue provider, 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.

·       Event equipment needs are to be determined with UNDP & EIH, the venue provider.

·       Set up the stage area for presentations and speeches, ensure a professional audio system, and provide 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.

·       Assign professional MC/moderator to facilitate the event. Selection of MC/moderator to be done in close consultation with UNDP and EIH.

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

 

2. Conference Materials

·     LED screens (at least 40 m²)

·     Professional sound system.  

·     Tech desk to manage screen and all content.

·     Wireless mics for podium / stage

·     Ushers

·     Seating arrangement for at least 300 people

·     Stage backdrop (10m x 3m)

·     Photo backdrop (6m x 3m)

·     Drop down banner (1m x 4m), at least 4 pieces.

·     Branded podium

·     Branded tables and chair for panel discussion (4 chair and 4 tables)

·     High quality branded print material

·     High quality live streaming

·     Branded stage and ramp

·     Power outlets / dividers

         ·   Spotlights towards stage

Amendment

To add revised ToR

Documents :

Negotiation Document(s) (Before Accessing other negotiations Document(s), please click on this link)