UNFPA hereby solicits a quotation for the following service:
Event Management services of Malaysia Women and Girls Forum 2024
UNFPA requires the provision of UNFPA Malaysia is seeking a turn-key event management company to facilitate the physical production of Malaysia Women and Girls Forum 2024.
3.0 Deliverables
UNFPA Malaysia is seeking a turnkey event management company to help produce and manage MWGF 2024. The event management company will be coordinated by the MWGF secretariat for all the event requirements and expectations. The event management company will be expected to take charge of venue booking and coordination, audio visual requirements, F&B, entertainment, stage management, guest registration and overall physical coordination of the event. This includes providing necessary manpower, performances, live streaming, launches, emcee and coordination of event personnel.
The event management company will be directly reporting to and will be coordinated by the MWGF secretariat.
I. Venue & F&B coordination and source potential options
The event management company helps source, identify and help negotiate with potential venues. Venues shortlisted will proceed to issue quotations and costings for UNFPA Malaysia’s selection. A separate RFQ will be issued for this. Event Management company will include coordination of F&B and any other requirements. Venue and catering payments will be handled by UNFPA Malaysia.
II. Audio & Visual Equipment & Stage management
To create the right ambient settings with smart and decorative light usage. Lighting will also be used to enhance performance pieces. The stage needs to be optimized to present speakers (keynote & panelists) and ensure that their audio is apt (for both in the hall and live stream). We will need an LED backdrop – that can also function to depict presentation slides and videos.
a. LED backdrop and control platform
b. Ambient Lights & Sound
c. Audio & mics – for all panelists and speakers
d. Music bank and selections
III. Live Stream and Live feed
MWGF 2024 will be livestreamed on UNFPA’s social media channels. It is essential that internet connection quality is optimal for uploads – and the production of the live feed is seamless and professional.
a. Multi-camera Setup
b. Live video streaming/broadcast setup, equipment & manpower
c. Live feed of Event on UNFPA’s social media
d. Integration of overseas virtual speakers
e. Broadcast director
f. Sign Language translators
g. Tele-prompter & operator for Keynote speakers
h. 2-4 min event video (highlights) – after event
IV. Other Requirements
The event company needs to provide & produce for the following:
a. Guest Registration
b. Lanyards & Event Identity tags (to manage and produce name tags & lanyards for all guests in attendance)
c. Gambit Production – potential launch of report (TBC)
d. Opening Performance – To develop a concept and is visually and physically powerful to set
e. Production of MWGF 2024 photo backdrop / photobooth
f. Production of MWGF external signage (if necessary)
g. Event emcee – A well reputed female emcee
h. Digital Collaterals - To develop all event based digital collaterals - these include and are not limited to:
i. Digital Backdrop for every panel session and keynote
ii. Short introductory videos for each panel and keynote session (30 sec to 1 min)
iii. Short introductory video (about MWGF & previous forums - refer to opening sequence of MWGF the review) - 2mins video compilation
i. Gallery and public engagement area
j. Videography and Photography
k. Partner Booths
l. Assistance with expediting external partnerships
m. Goody bags & Giveaways
V. Overall Event Management
Eligible Bidders
This Request for Quotation is open to all eligible bidders; to be considered an eligible bidder for this solicitation process you must comply with the following:
● A bidder must be a legally-constituted company that can provide the requested services and have legal capacity to enter into a contract with UNFPA to deliver services in the country, or through an authorized representative.
● A bidder must not have a conflict of interest regarding the solicitation process or with the TORs / Technical Specifications. Bidders found to have a conflict of interest shall be disqualified.
● At the time of Bid submission, the bidder, including any JV/Consortium members, is not under procurement prohibitions derived from the Compendium of United Nations Security Council Sanctions Lists and has not been suspended, debarred, sanctioned or otherwise identified as ineligible by any UN Organization or the World Bank Group.
● Bidders must adhere to the UN Supplier Code of Conduct, which may be found by clicking on UN Supplier Code of Conduct.
Questions or requests for further clarifications should be submitted in writing to the contact person below:
1) Name of contact person at UNFPA: Ridzuan Reese
Tel No: +60 12 278 7003
Fax No: +603-8881 0458
Email address of contact person: Shahjahan@unfpa.org
2) Name of contact person at UNFPA: Puya BE
Tel No: +60 19 225 2624
Email address of contact person: puyabe@gmail.com
3) Name of contact person at UNFPA: Hanis Athirah Noor Heshamuddin
Tel No: +60 13 280 6403
Email address of contact person: noorheshamuddin@unfpa.org
Content of quotations
Quotations should be submitted in a single email whenever possible, depending on file size. Quotations must contain:
a) Portfolio of previous and or similar events.
b) Price quotation, to be submitted strictly in accordance with the price quotation form.
Both parts of the quotation must be signed by the bidding company’s relevant authority and submitted in
PDF format.
Proposals should be prepared based on the guidelines set forth in Section III of the Request For Quotation document in the 'Documents' section of this posting, along with a properly filled out and signed price quotation form and are to be sent by email to the contact person indicated below no later than: Monday, November 11th 2024 at 1:00 PM Malaysian Time
Name of contact person at UNFPA: Mohamad Sufian mohamad salleh
Email address of contact person: mysprocurement@unfpa.org
Please refer to the attached Request For Quotation document in the 'Documents' section of this posting for complete details, terms, and information to ensure your application is complete.