Event Management Services for IBC on Environment and Climate Change Workshop

UNDP
Event Management Services for IBC on Environment and Climate Change Workshop Request for quotation

Reference: UNDP-IRH-00061
Beneficiary countries or territories: Türkiye
Registration level: Basic
Published on: 25-Jul-2023
Deadline on: 30-Jul-2023 03:56 (GMT -4.00)

Description
Scope of the Tender

Event Management Services for:

Issue-based Coalition (IBC) on Environment and Climate Change Workshop, 12-14 September, Istanbul

(MARRIOTT SISLI BALLROOM)

1.      Description

 

               Istanbul Regional Hub intends to host a regional event titled ‘’IBC Climate Days’’ under Issue-based Coalition on Environment and Climate Change for two-and-a-half-day from 12 to 14 September 2023 in Istanbul, Turkiye.

                     Please be informed that Marriott Sisli Ballroom is reserved for this purpose therefore, kindly asking to approach Sales Team in Marriott.


The dates/times of the event are as follows:

12 September, start 9:00 am – 6:00 pm 100 participants

13 September, start 9:00 am – 6:00 pm 100 participants

14 September, start 9:00 am – 13:00 pm 100 participants

 

The residential venue should be of at least a 3-star standard, in Istanbul, easily accessible by public transport and allowing for the drop-off and parking area. The residential venue must have the following characteristics:

 

a)      Main conference room: facilities large enough to accommodate approximately 100 participants for the general session from 12 to 14 September.

a.      Small conference room: facilities to accommodate approximately 20 participants for breakout sessions from 12 to 14 September.

b.      Secretariat room for approximately 10 participants during 12-14 September 2023

 

b)     Proximity to UNDP office and easy access to the venue’s in-house facilities or suitable area for coffee breaks in the immediate vicinity of the conference facility, with access limited to conference participants, UN staff and the required hotel staff.

 

c)      Lunch Buffet will not be provided but tables will be booked for lunch in the designated hotel’s restaurant, or the coffee breaks will be richer to accommodate the participants.  

 

d)     Provision of coffee, tea, water with suitable snacks (cookies, fruit baskets) outside of the conference room/facility throughout the day, at a minimum 8:30 am to 6:00 pm. (12 and 13 September) and 14 September from 8:30 am to 1:00 pm.

 

1.      Technical requirements

 

Room Summary

 

1 conference room

for approximately 100 people

 

Required from 8:30 am on Tuesday, 12 September to 6:00 pm on Wednesday 13 September.

Required from 8:30 am to 13:00 pm on Thursday 14 September.

1 small conference room

for approximately 20 people

 

Required from 13:30 pm on Tuesday, 12 September to 6:00 pm on Wednesday 13 September.

Required from 8:30 am to 13:00 pm on Thursday 14 September.

1 small secretariat room

for approximately 10 people

 

 

 

a)      Main Conference room (required from 8:30 am to 6:00 pm on Tuesday, 12 September and on Wednesday 13 September and from 8:30 am to 1:00 pm on Thursday 14 September.) 

 

  Up to 115 participants (this is the total number of participants, including facilitators and support staff).

 

Equipment:

-        Conference Audio Equipment with table or 2 delegated microphones at each desk (approximately 10 tables with max 8 people per desk) + 2 collar microphones for facilitators.

-        A full-time technician on-site to handle the audio equipment and ensure smooth connection

-        Zoom connections available for all sessions

-        Sound system (each/per day)

-        2 Handheld microphone (each/day)

-        2 Delegate microphone (each table/day)

-        Technician (each/per day)

-  &nb


Email address: procurement.irh@undp.org
Surname: Procurement IRH