Request for Proposal For Provision Of Event Management Services

Request for proposals for Provision of Event Management Services. Framework Agreement / Retainer Arrangement with Task Orders. 5.1 Event Planning and Pre-Event Coordination Develop a detailed event work plan, implementation timeline, checklist and delivery calendar for each assignment; Prepare a run of show, floor plan, supplier schedule, production schedule and coordination plan in consultation with FSD Ethiopia; Provide realistic budget estimates, quotations and cost options for each event before commitments are made; Participate in planning meetings and maintain regular communication with FSD Ethiopias designated focal persons; Identify key risks early and propose mitigation actions for logistics, attendance, supplier performance, protocol, technology and timing. 5.2 Venue and Logistics Management Where FSD Ethiopia identifies or secures a venue, coordinate all venue-related administration and logistics in line with the approved agenda, seating plan and run of show; Where requested, source suitable venue options and provide comparative information on capacity, cost, accessibility, location, facilities and suitability; Coordinate venue set-up, stage, seating, registration desk, VIP arrangements, signage, branding placement, parking guidance, accessibility needs, security arrangements and catering flow; Ensure readiness of rooms, breakout spaces, interpretation arrangements, power supply, internet access, lighting, temperature control and other logistical requirements; Provide on-site troubleshooting and ensure that event set-up is completed ahead of participant arrival. 5.3 Supplier and Vendor Management Identify, secure, coordinate and supervise suppliers and service providers required for each event, subject to FSD Ethiopias prior approval; Manage suppliers for printing, branding, audio-visual, livestreaming, photography, videography, furniture, transport, decoration, technical support and related services; Ensure suppliers deliver agreed outputs on time and at the approved quality standard; Remain fully responsible for the performance of any subcontractors or suppliers engaged for the assignment; Obtain prior written approval from FSD Ethiopia before subcontracting any core service. 5.4 Guest Management, Invitations and Registration Support the preparation and distribution of approved invitations, registration links and reminders based on FSD Ethiopias approved guest list and communication approach; Manage RSVPs, confirmations, special requirements, protocol arrangements and participant followup; Provide on-site registration, welcome desk support, guest guidance, seating support and VIP handling; Prepare and maintain accurate attendance records, including names, organisations, titles, contact details and consent requirements where applicable; Ensure registration and participant data are handled confidentially and in line with data protection requirements Etc. Tender Link : https://www.developmentaid.org/#!/tenders/search