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RFP FOR EVENT MANAGEMENT IN LAGOS, NIGERIA.
Procurement Process
RFP - Request for proposal
Office
UNDP-NGA - NIGERIA
Deadline
02-Dec-24 @ 07:00 AM (New York time)
Published on
26-Nov-24 @ 12:00 AM (New York time)
Reference Number
UNDP-NGA-00992
Contact
Procurement unit - procurement.ng@undp.org
Introduction
RFP FOR AN EVENT MANAGEMENT FIRM TO PROVIDE EVENT ORGANISATION AND LOGISTICS SUPPORT FOR A RECEPTION IN LAGOS, NIGERIA.
| Consultancy name: | Event Management and Logistics Support for a Reception |
| Type of contract: | Consultancy - Company |
| Duty station: | Lagos, Nigeria |
| Duration: | 2 Weeks |
| CURRENCY | NAIRA |
SPECIFIC OBJECTIVES
It is against this backdrop that UNDP Nigeria seeks to procure the services of an event management firm based in Lagos, Nigeria with demonstrable extensive experience in executing high-level events of the nature stipulated above. The firm will be expected to be responsible for the overall planning, organization and execution of the event.
SCOPE OF WORK
The Event Management Firm will be responsible for the provision of pre, on-the-day, and post-event management services for two events happening on the same day 12th December 2024;
a. Hosting of German President and his delegation- a 45-minute event
b. UN Agencies Community Mixer- a 2-hour event
In consultation with the UNDP organising team, the service provider is expected to carry out the following tasks (but not limited to):
1. Pre-Event (Preparatory Work)
1.1. Event Action Plan
a. Formulate a time-bound action plan for all tasks related to the events
1.2. Event Logistics, Staging and Venue Arrangement
a. Design and create the red (blue) carpet and layout in consultation with UNDP.
b. Develop an event run-of-show.
c. Design an event flow and representation of on-the-day activities
d. Design mood-board ensuring the décor of the space creates a befitting ambiance.
e. Source and finalize physical event venue vendors i.e. décor provider, catering services (taking into consideration dietary needs), refreshments and cool beverages, innovation booths, etc in consultation with UNDP.
f. Develop and finalize design and printing of event programme and event gift bags
g. Procure gift items such as power banks, pens, notepads and water bottles to include in gift bags
h. Secure the entertainment (DJ, Orchestra etc) in close consultation with the UNDP team
i. Set up an interactive digital exhibition area to be toured during the cocktail hour.
j. Design event check-in process for guests
k. Provide solutions in terms of event accessibility for people with disabilities, if needed.
2. During the Event
a. Oversee the flow and management of the event
b. Ensure the presence of well-trained hosts/hostesses to welcome, seat guests and support the smooth flow of the event.
3. Post Event
a. Consolidate and submit final invoice and appropriate documentation.
The firm will be expected to provide very regular briefings and updates to UNDP team and the event technical committee.
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[UNDP OFFICE NIGERIA
PROCUREMENT UNIT]