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Introduction

The Event Management firm will be responsible for the provision of pre, on-the-day, and post-event management services for the  5th Lake Chad Basin Governors Forum . In consultation with UNDP, the service provider is expected to carry out the following tasks (but not limited to):

IT IS IMPORTANT TO NOTE THAT A SITE VISIT IS MANDATORY TO THE VENUE IN MAIDUGURI BETWEEN 11-13TH DECEMBER 2024. FOCAL PERSONS WILL BE SALLY MUSA (sally.musa@undp.org) AND BERNARDO JORGE  (bernardo.jorge@undp.org)

a) Planning:

• Planning and management of vendors at the summit 

b) Advisory Role:

Technically advise and work closely with organising committee (UNDP and Yobe state LOC) on all aspects of the forum to organise it in a cost-effective manner while maintaining the highest possible international standards. Evaluate and advise on the adequacy, capacity, and suitability of space within the forum’s venue, equipment required for implementing proposed physical and virtual activities, ensuring proper design, and setups and plan the forum service delivery accordingly.

c) Registration and Coordination: 

• Identification, invitation, accreditation, and registration of participants online and at the event venue upon arrival of in-person participants.

• Monitor and update on the registration process management and documentation including arrangements to print and deliver the badges for the registered Delegates, Participants, Media, VIPs etc. (designs to be approved by the organizing team). 

d) Event Production: 

Working closely with the NE and Communications/Partnerships teams of UNDP to manage the following: 

• Management of event production (Live streaming, internal branding) and online event promotional activities.

• Organization and management of the forum venue (planning and overseeing use of space parallel sessions, signposts, facilities such as audio-visual materials, sound system, microphones, decorations, etc.) 

• Stage management, design & branding 

• Merchandising and souvenirs box for VIPs

• Coordination of simultaneous interpretation services 

• Furniture and décor requirement for venue 

e) Online participation facilitation:

• Ensure that necessary high-quality technology, connectivity, and equipment are timely available and seamlessly working to ensure uninterrupted and user-friendly online attendance for at most 300 participants. 

• Propose measures to ensure that both main room and parallel sessions rooms are fully equipped for virtual participation and seamless interactions between in-person and online participants.

f) Venue Branding services:   

Branding for the summit including placement of backdrops, venue branding, branding spaces, and signage will be done by UNDP and shared with the Vendor who will manage the printing and placement. 

Undertake any other activities which may be formally agreed upon, from time to time, between the committee and the event organizer.

 

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UNDP OFFICE NIGERIA

PROCUREMENT UNIT

Documents :

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