Request for Event management Service- THAMM Plus- Inception workshop and Launch event 10 & 11 February, 2025

RFQ N° 1/2025 Request for Event management Service- THAMM Plus- Inception workshop and Launch event 10 & 11 February, 2025

The Service provider will provide us with the below services:

1. Introduction:

The sub-regional “EU Support to legal migration, mobility and skills partnerships with North of African countries”, hereafter THAMM Plus is hosting a 2 days inception workshop including a half day launch event for the programme. The workshop shall take place in a 5 stars hotel in CAIRO on the 10th and 11th of February 2025.

 

1. Objective of the consultancy

The THAMM Plus Programme intends to contract a professional events management company to provide the needed event management services as per the deliverables listed below.

 

1. Deliverables:

The contractor is responsible for providing the following services:

No

Item

Specifications

QTY

1.1

Backdrop

5x9 print backdrop for the space outside of the meeting hall (To be available for the 2 days of the event)

1

1.2

LED Screen backdrop

5x9m LED Screen backdrop (To be available for the 2 days of the event)

1

1.3

Name Stands

Name stands (as per names provided by ILO prior to the event);

40

1.4

Name tags

 

Filled in plastic name tags (as per names and visibility guidelines provided by the ILO prior to the event),

130

1.5

Plastic name tags (Blank)

 

Plastic name tags

30

1.6

Event Folders

Fit for A4 Papers (22Cm *32Cm); Two Sides Printing, Full Colors, Laminated Matte/Glossy with 1 Pocket.

 

Each Folder to include Printed Agenda and Concept Note + Branded Plastic Pen + Notebook (as per the below specs)

140

1.7

Plastic Pens

Branded on one side (printing)

140

1.8

Notebooks

 

A5 Size, 30 Pages Full Colors Cover,80Gr, Inner 1 Color Printing, Without Separators, Lines/Dots, Hard Covers With Double Wire Binding

140

1.9

Roll ups

Four 1X2 m rollups branded with the event title + 4 Stands

Two 1X2 m general rollups branded with THAMM Plus branding only+ 2 Stands (roll-able stands).

6

1.10

Graphic designer

Graphic designer for 2 days for branding materials

 

 

 

 

During event products:

No

Item

Specifications

QTY

2.1

Sound system + 5 microphones

Complementing the sound system in the venue (To be available for the 2 days of the event)

1

2.2

LCD projector

Specs as required (to be available for the 2 days of the event)

1

2.3

plasma screens

For all participants to see presentations from any point in the room, including for presenters to monitor their presentation (Specs as required) (To be available for the 2 days of the event)

5

2.4

Stage

Carpeted stage, 4x11m  (To be available for the 2 days of the event)

1

2.5

Armchairs and setup

Leather arm chairs and setup for half day during the launch event (pictures of the chairs to be provided prior to the event)

5

2.6

livestreaming solution

livestreaming solution to broadcast the event with a high internet connection and a backup (providing the low thirds in accordance to the existing visual identity), and provide a link to be embedded in the already existing conference website (with support from 1 videographer); (To be available for the 2 days of the event)

140

2.7

Videographer

For 2 days of the event + a 3-minute video recapping the event for social media usage after the event’s conclusion

1

2.8

Photographer

For 2 days of the event +

Selected photos for the launch event should be sent on the spot to the ILO’s team

1

2.9

Interpreters for simultaneous interpretation

Interpreters (English-Arabic). (To be available for the 2 days of the event)

2

2.10

Interpretation system

isolated booth, CU, transmitters, and console, headsets (interpretation receivers) and a sound system with loud speakers, panel, mic, mixer, and 2 column system for 120 PAX; (To be available for the 2 days of the event)

 

1

2.11

Ushers

 

Ushers are expected to welcome invitees, help them to register, and provide them with the visibility package, circulate microphones, if need be, manage the media and assist invitees in any relevant way. (To be available for the 2 days of the event)

 

4

2.12

Registration tables

Registration tables outside the meeting hall (1 for the participants and 1 for the media personnel) (To be available for the 2 days of the event)

2

 

Design of the Products

Products that need to be designed should follow the visibility guidelines to provided by the ILO.

Methodology

The assignment will be carried out according to the following approach and procedure:

• Participate in an initial meeting and regular briefing meetings with the ILO Team in person or virtually.
• After confirmation from the organisers and possible adjustments, progress reports twice a week and then daily in the last week before the event.
• Conduct all necessary tests including for the broadcasting solution 1 week before the event and report back.
• Ensure the production of the event and ensure that any problems related to the smooth running of the workshop are resolved.
• Make all deliverables available according to the timetable.
• If the deliverables include a design, then all designs should be sent for clearance by the ILO team at least 5 days before the mentioned deadline
• Ushers should be fluent in Arabic and English and have experience in dealing with high-level participants. A meeting with the selected ushers should be organized prior to the event by at least one week. During the event, ushers should be formally dressed.

In terms of assignment supervision, the Service Provider shall be in regular contact with the ILO THAMM plus team, that will provide feedback and approve the services at every stage, and also will:

1. Appoint a team leader available for the ILO team and regularly reporting to it;
2. Be available for ad hoc working and validation meetings;
3. Be available and involved during the preparatory phase, throughout the workshop and after the workshop

It is worth noting that the ILO will be responsible for contracting the hotel and will communicate the hotel name to the selected events management company. In its turn the events management company will be responsible for directly communicating with the hotel to ensure the successful implementation of the tasks required.

 

1. Payment Schedule

 

A lumpsum amount of the actual received services will be paid after the satisfactory execution of the event and after the submission of a detailed invoice.

 

 

 

 

 

1. Application:

Interested applicants need to send by email: Annex II and Annex III by COB 29/01/2025, to the following e-mail address: egy-thamm-proc@ilo.org

 

Applications missing any of the above elements, duly completed, will unfortunately not be considered.

 

Evaluation Criteria:

The award will be given to the lowest priced, most technically acceptable offer received.

 

 

Qualifications and skills

1) Proven experience in communication and event organization

2) Good conceptual, analytical, and innovative skills in the field of communication and events management

3) Previous experience of working with ILO or any UN Agency is desirable

5) Realism in the implementation schedule

 

 

In addition to the list of documents required in the annexes, service providers shall send the CVs of the team that will be assigned to this event in addition to a one pager with the company’s experience in events management.

 

 

 

ILO Terms of payment

• 100% of full invoice amount after completion of the whole event, and according to actual number of rooming list, & actual number of participants in the workshops daily.
• Services to be rendered up to the satisfactory levels of the ILO, as well as submitting all original E- invoices.

 

* Disclaimer:

• Disclaimer: The final contract will be issued based on the minimum number guaranteed of participants which will be confirmed at a later stage.