UNFPA hereby solicits a quotation for the following service:
Venue and Catering services for Malaysia Women and Girls Forum 2024.
UNFPA requires the provision of UNFPA Malaysia is seeking a Venue and Catering Services to facilitate the physical launch of Malaysia Women and Girls Forum (MWGF) 2024.
MWGF Format
- Auditorium Seating for 400 pax (maximum number - preferably classroom)
o Registration tables
o Organisers Table+ area
o Stage & Panel seating
o VIP Holding Room
- To provide Non-Veg and Veg Optional Buffet
o 1.Morning refreshments + light breakfast
o 2. Lunch (12:30pm-1:30pm)
o 3. Afternoon Tea Break (4pm-5pm)
o 4. Free flow coffee / tea + water throughout the meeting
MWGF 2024
Event Date: 12th December 2024, 9am – 5:00pm
Total number of attendees: 350 - 400 pax
Location: Convention Centre/hotel / Event venue
Concept: Hybrid (live stream & in-person)
Special occasions: Keynote Speech by Minister
Objectives:
Venue: Provide a High-Quality, Accessible Venue
● Choose a centrally located venue that reflects MWGF’s professional and empowering brand, ensuring accessibility for all attendees.
● Organize the space to facilitate smooth transitions between main sessions, networking areas, and breakout spaces, maximizing audience engagement and comfort.
Seamless Guest Experience
● Design efficient check-in and registration points to minimize wait times and streamline the attendee entry process.
● Use clear signage and dedicated staff to guide guests, enhancing wayfinding and ease of movement within the venue.
Live Streaming and Technical Readiness
● Ensure the venue supports technical requirements for live streaming, including stable internet, suitable lighting, and designated camera areas to extend the event’s reach beyond the physical space.
Sustainability Focus
● Implement eco-friendly practices, such as using recyclable materials, reducing waste, and considering venues with sustainable certifications to align with MWGF’s commitment to environmental responsibility.
Catering: Inclusive and High-Quality Catering Options
● Offer a variety of dietary options (e.g., vegetarian, vegan, gluten-free, and halal) to accommodate all attendees and promote inclusivity.
● Provide visually appealing food stations that encourage networking and allow easy access to refreshments during breaks.
Sustainable Catering Practices
● Partner with caterers who prioritize sustainable practices, such as locally sourced ingredients and eco-friendly tableware, to minimize environmental impact.
● Minimize food waste by coordinating accurately on attendee numbers and offering practical serving options.
Efficient Service and Presentation
● Design food stations to be accessible, reducing congestion and enabling efficient service during breaks.
● Ensure that catering staff maintain a high standard of service, contributing to the smooth operation of the event.
Deliverables
UNFPA Malaysia is seeking Venue and Catering Services to facilitate the physical launch of Malaysia Women and Girls Forum 2024. The Venue and Catering Services Company will be coordinated by the MWGF secretariat for all the event requirements and expectations. The Venue and Catering Provider will be expected to take charge of Providing suitable Venue and Catering Services throughout the full day event. This includes providing necessary manpower, IT Technician, and coordination with Event secretariat.
The Venue and Catering Service provider will be directly reporting to and will be coordinated by the MWGF secretariat.
Questions
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
Tel No: +60 13 280 6403
Email address of contact person: noorheshamuddin@unfpa.org
The deadline for submission of questions is Monday, November 18, 2024, at 4:00 PM Malaysian Time. Questions will be answered in writing and shared with all parties as soon as possible after this deadline.
Instructions for submission
Proposals should be prepared based on the guidelines set forth in Section III above, 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: Wednesday, November 20th 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 submission is complete.