Conference venue package, including accommodation, catering services and event management services

The purpose of this Request for Information (RFI) is to assess market availability for commercial vendors to provide the United Nations with cost-effective and efficient Conference venue package, including accommodation, catering services and event management services for organizing a meeting, namely Fourth LDC Future Forum, in Helsinki, Finland, from 18 to 21 May 2026, hosted by Office of the High Representative for LDCs, LLDCs and SIDS (UN-OHRLLS). The responses to the RFI will be used by the United Nations as the basis to develop a procurement strategy for the organization of this event. Background Information: The LDC Future Forum is an annual meeting contributing to the implementation of the Doha Programme of Action. The Forum brings together policy-makers, researchers, experts from LDCs, LDC Permanent Representatives from New York, and other UN and international organizations. Each year, the Forum focuses on a different thematic topic, guided by the priorities established in the Doha Programme of Action and it’s primary aim is to accelerate the implementation of the Doha Programme of Action. The main beneficiaries of the Forum are the 44 members of the Least Developed Country category.The meeting will host a maximum of 160 participants in person. UN-OHRLLS seeks to hire conference and hotel services to host the organization of the Future Forum in May 2026. The services required include hosting up to 160 participants for a 4-day period, including venue rental (ideally at the same hotel), hotel accommodation for 80 people, catering services, audiovisual services, simultaneous interpretation (in English and French), coordination of different vendors providing technical support, and event management services assistance with event planning and organization. The full details of the services requested are listed below. OHRLLS will confirm the exact numbers for participants closer to the date of the Forum. The visual identity for the Forum has already been prepared and should be utilized in the preparation of the specific requirements listed under A, B and C. Expected deliverables include: setting up, testing and rehearsing audiovisual services; audio-visual equipment and technical set up of cameras, mics and related equipment, including for interpretation; setting up the meeting rooms, including all furniture; tests and rehearsals with speakers; and signs; and provision of high quality accommodation and catering services. Specific requirements during the duration of the event: A: Number and capacity of meeting rooms required by date DAY 1 (18 May) • 8am to 5pm - One secretariat room for 10 people with 2 large tables, 10 chairs with appropriate lighting and cabinet/basic office stationery. • 7 pm - Welcome reception for 120 people (food and drinks to be served. A small podium with microphone) DAY 2 (19 May) – meeting venue for the entire day (8am to 6pm) • Large room with capacity for max 160 people in classroom style. • Raised stage with Davos style armchairs (7) – rostrum for keynote speakers. • Interpretation booths (English and French) • Separate room for 2 coffee-breaks and lunch service, including a lounge space for interactive networking and informal exchange of experiences. • One secretariat room for 10 people with 2 large tables, 10 chairs with appropriate lighting and cabinet/basic office stationery. • One room for bilateral meetings – with two sofas and four chairs and a coffee table with appropriate lighting. DAY 3 (20 May) – meeting venue for the entire day (8am to 6pm) • Large room with capacity for max 160 people in classroom style. • Raised stage with Davos style armchairs (7) – rostrum for keynote speakers. • Interpretation booths (English and French) • Separate room for 2 coffee-breaks and lunch service, including a lounge space for interactive networking and informal exchange of experiences. • One secretariat room for 10 people with 2 large tables, 10 chairs with appropriate lighting and cabinet/basic office stationery. • One room for bilateral meetings with two sofas and four chairs and a coffee table with appropriate lighting. DAY 4 (21 May)– meeting venue until 1pm • Large room with capacity for max 100 people in classroom style starting at 8 am. • Raised stage with Davos style armchairs (7) – rostrum for keynote speakers. • Interpretation booths (English and French) • Separate room for 1 coffee-break and lunch service, including a lounge space for interactive networking and informal exchange of experiences. • One secretariat room for 10 people with 2 large tables, 10 chairs with appropriate lighting and cabinet/basic office stationery. • One room for bilateral meetings with two sofas and four chairs and a coffee table – appropriate lighting. Technology Support DAYS 2,3 and 4 (last day up to 1pm) • Three large screens and three data projector cameras and production equipment to support a hybrid meeting. • Sound system and wireless or wired microphones as appropriate to speakers (radio mics) and for audience, including receivers and headphones for participants. • Video recording equipment (must be shot with video equipment capable of recording at a minimum of full HD 1920 x 1080, 24 frames per second (fps) resolution). • Interpreters: 2 teams of 2 interpreters (UN standards) each to provide simultaneous interpretation in English/French. • Interpretation equipment/consoles. • Event photographer with equipment. All photographs of events and participants are property of UN-OHRLLS. B. Catering requirements per meeting room by date DAY 1 Large room with capacity for 120 people for welcome reception starting at 7pm (preferably same venue as the hotel). The proposal should include a detailed menu offering. DAY 2 Morning and afternoon coffee breaks with pastries and fruit for 160 pax (meeting venue) Buffet Lunch for 160 pax (meeting venue) Conference Dinner at a selected venue (outside the meeting/hotel venue). The proposal should include a detailed menu offering. DAY 3 Morning and afternoon coffee breaks with pastries and fruit for 120 pax (meeting venue) Buffet Lunch for 120 pax (meeting venue) The proposal should include an optional farewell dinner outside the meeting venue, which can be included/excluded from the package after the proposal has been submitted. DAY 4 Morning and afternoon coffee breaks with pastries and fruit for 80 pax (meeting venue) Buffet Lunch for 80 pax (meeting venue) All meals should have non-vegetarian, vegetarian, and gluten free options and should be clearly labeled. C: Other requirements • The proposal should include scaled drawings of the main conference room, presenting the suitability for the requirements listed under above chapter A. • Facilitate access to venue by other relevant subcontractors in advance of meeting dates, to install screens, banners, AV and other necessary equipment for holding the meeting. • Notebooks, pens • Hand sanitizers • Fresh drinking water for speakers on stage in glass cups and carafe. • Fresh drinking water for all participants – plastic free. • Printer and photocopier with paper (to be placed in the secretariat room)