Provision of Event Technology Services (ETS), web streaming, totems and network equipment during IFAD Governing Council

The International Fund for Agricultural Development (IFAD), a specialized agency of the United Nations based in Rome, Italy, hereby solicits proposals for the Provision of event technology services (ets), web streaming, totems and network equipment during IFAD Governing Council.  

The annual meetings of the IFAD Governing Council are held during the month of 
February in IFAD’s Headquarters in Rome, Via Paolo di Dono 44. The schedule 
described below is related to the year 2024. For the subsequent years, the General 
Council dates will be communicated to the selected Contractor with advance notice.   
In 2024, the 47th Governing Council is scheduled to be held on Wednesday, 14 February and Thursday, 15 February.  
The Governing Council will be housed in a temporary conference structure situated in 
an adjacent parking lot inside the IFAD premises. As per the attached floor plans 
(Annex I), the temporary conference structure will be composed of several areas 
holding different functions (i.e. Plenary Hall, Lounge Area, VIP Room, Sanitary 
Services, etc.), which will be connected to the main building through a temporary 
tunnel.  
The control room must be located inside the Plenary (main temporary conference 
structure), and it will include all the technical features (audio, video and lighting). The 
equipment and the vendor’s resources in the control room must also encompass the 
option to support hybrid multilingual meetings with ZOOM should the need arise. It 
will be connected with the technical area located at -1 of IFAD HQs through fiber-
optic and analog cabling provided by IFAD in order to convey signals related to 
streaming, recording and simultaneous translation. For the latter, the interpreters’ 
booths will be the fixed ones located in the Oval meeting room (-1 level of IFAD 
HQs). All areas to be set up by the Contractor must have access to the simultaneous 
translation system and, upon request, to the audio-visual facilities.  
The objective of this tender is to establish a Long-term Agreement with a selected 
vendor(s) to provide:  
- LOT A: Event technology services and related equipment inside of a temporary conference structure to host the sessions of the annual Governing Council connected to the main building through a temporary tunnel.  
- LOT B: Web streaming equipment and services, Vertical Totems, local printers, network equipment (Access points and Switches), cabling and technical support for Access Points (AP) and Switches deployed in the temporary structure to connect to the IFAD network.