Provision of Event Management Services for AI Conference 2025, Macau, China

The purpose of this Request for Information (RFI) is to gather information from the potential vendors on qualified vendors to provide event management services for AI Conference 2025 at Macau, China, approximately 400 participants. UNU-Macau intends to hold the AI Conference annually, with the date for 2025 provisionally scheduled for the afternoon of 23 October 2025 and all day on 24 October 2025. This RFI is issued solely for information and planning purposes. It should not be considered an official procurement procedure in any shape or form and will not in any way bind the UN. It should also be noted that, at this stage, the UN is simply seeking to be well-informed of potential design, installation, and maintenance services as broadly as possible. This RFI does not commit the UN to pay any cost incurred in the preparation or submission of any response to the RFI. You are kindly requested to review the overview of specific requirements on the following page and to provide information as to whether your company could potentially fulfill the requirements. Specific Requirements: 1.Conference management: responsible for overall project management, including but not limited to: >Event Planning and Coordination ・Conference programme, rundown and logistics planning ・Rehearsals ・Security and emergency planning ・Invitation and coordination with participants and master of ceremony ・Coordination and follow up with all related parties >Registration management ・Assist with registration or RSVP processes and ensure accurate collection of all necessary information ・Keep track of ticket bookings, changes, and cancellations and inform invitees/UNU-Macau accordingly ・Gather and consolidate participants’ registration list >Guest management ・Guest badges ・Guest arrival and greetings arrangement (time, entrance, etc.) ・Hospitality arrangement ・Management and delivery of souvenirs to guests >Sub-contractor management ・Negotiations of rates and conditions with local sub-contractor ・Coordinate site visits with the selected sub-contractors ・Coordinate of invoicing with sub-contractors and budget reconciliation >Room arrangement ・Design floor plan ・Seating arrangement ・Venue and stage set-up ・Plan and arrange exhibition booths for private companies >Marketing and Communications ・Assist the communication team in developing marketing strategies ・Support the communication team in executing marketing strategies, including promotional materials, website and report, etc ・Collaborate with relevant media and influencers to broaden outreach (Only if required and requested by the communication team) >Administrative services ・Q & A hotline and email ・Collect the speakers' presentation PPTs ・The details of application for IPIM’s funding should be discussed after the signing contract. The successful bidder must follow the guideline which provided by UNU-Macau ・Create a dedicated bank account to receive the registration fees for the conference. Upon completion of the event, the bank account shall be closed 2.On-site event management on the conference day ・Main contact for the overall event on-site ・On-site operation, coordination, and supervision ・On-site registration management at the registration desk ・On-site technical support ・On-site coordination of casual staff ・Management of the help desk during the whole conference ・Execution services, including show caller, stage manager, hostess and runners ・Other services as per request 3.Production, Printing and Installation ・Backdrop and signage production, printing and installation ・Badge production and printing ・Foamboard decoration printing and set-up ・Other services as per request 4.Photography ・Event photo capturing and editing ・Photography services shall be required for the entire event ・Photography should include the photographic recording of all sessions on all days >Photographers' qualifications: ・Photographers must have prior experience in photographing in similar projects/activities. ・Photographers must use their own photography equipment capable of delivering high-resolution jpg files ・Please provide a CV to demonstrate the relevant experience and proof of at least 3 past productions of similar events (links or references) >Specifications: ・Pictures no smaller than 4000 x 3000 pixels (min 240 dpi) as high-quality jpg files ・Minor adjustments (such as light and colors) should be done as appropriate ・No watermarks, frames or any other extra elements be added to the picture ・Example of the look and feel of a selection from a conference: https://www.flickr.com/photos/unu-wider/albums/72157671610897643/page3 ・Method of delivery: File sharing app ・Deadlines for deliverable: 5 days from the event >Deliverables: ・Real-time photos download ・High-quality photo materials suitable for printing, publishing and web/design purposes >Compliance and Conduct: ・Photographers are expected to abide with the UN copyright rules and regulations. Especially, no photographic materials captured under this assignment shall be distributed to any media, publication, organization, or individual ・Photographers must adhere to the dress code appropriate to the event 5.Videography ・Event video recording and editing ・The video production services include the recording of the events as per the specifications below and the edition of the raw material as instructed by UNU-IIST ・The video services include scouting the venue, set up and testing the equipment at the venue >Video Production Team’s qualifications: ・Team Lead with at least three (3) years of experience in productions of this scale ・Professional and experienced camera crew to implement the recording services ・Please provide a CV to demonstrate the relevant experience and proof of at least 3 past productions of similar events (links or references) ・The onsite production team must all be in Macau or a reasonable distance from Macau. Separate transportation, accommodation, and daily subsistence allowance for crew members (per diem) will not be provided by UNU-IIST as part of this contract ・Your offer must outline the tasks and responsibilities of each production team member >Video quality: ・Recorded video must be sharp, white-balanced, and well-lit with the main subject in focus, taking into consideration the possibility of multi-person panels, capturing the audience, and moving speakers ・Audio should be clear and audible with minimal ambient noise ・Some speakers may present PowerPoint slides which must be planned for and clearly visible in the edited video output ・Edit dead air and unnecessary chatter ・Insert speaker's name when speakers first appear >Technical requirements: The raw material must be recorded to ensure the final product meets the following requirements: ・Minimum format: Full HD 1080p h.264 preferably mp4 video recording (YouTube compatible) ・Frame rate: Final video should be encoded in the same frame rate it was recorded ・Aspect ratio: Wide screen 16:9 ・Standard: PAL ・Preferred audio format: AAC >Deliverables: ・Record high-quality video as requested, including the opening ceremony, plenary session and parallel sessions, etc ・Video productions as requested, such as highlight video, video animation, etc >Compliance and Conduct: ・Video Production Team are expected to abide with the UN copyright rules and regulations. Especially, no photographic materials captured under this assignment shall be distributed to any media, publication, organization, or individual ・Video Production Team must adhere to the dress code appropriate to the event 6.ICT services ・ICT services include both hardware and service ・Coordinate with the venue’s ICT team to ensure internet connectivity, power supply, and other technical needs are met ・Provide any necessary hardware for the conference that is not provided by the venue, including but not limited to laptops ・Setup and test all ICT systems before the conference ・On-site technical support during the conference ・Monitor and manage the performance of all ICT systems, including network connectivity, audio-visual equipment, and software applications 7.Other goods and services as requested