LRPS-2025-9198594 Event Organizer UNICEF the Blue Star Gala 2025
UNICEF Thailand is seeking a qualified institutional contractor to provide a full professional service event management to support the organizing of the Gala and the Press Conference in Bangkok, Thailand.
1. Background
The UNICEF Blue Star Gala is positioned as the flagship fundraising moment for UNICEF Thailand and forms an integral part of the 2025 World Children’s Day campaign. It is strategically designed to complement ongoing advocacy around healthy eating, promotion of the Box of Life, and other public and private sector engagements.
To deliver an event of this scale and strategic importance — while ensuring alignment with global branding, partner expectations, and logistical excellence, UNICEF is looking for an institutional contractor to provide a full professional service event management to support the organizing of the Gala and the Press Conference in Bangkok, Thailand.
2. Objectives, Purpose & Expected results
As part of the Gala initiative, two key events are planned as follows:
- Press conference: This event is set to promote the Blue Star Gala and generate public interest. The press conference is tentatively planned for the afternoon of 29 October 2025. The Press Conference targets 50 media.
- The Blue Star Gala: This event aims to bring together a range of thoughtfully curated experiences. The event will begin with a welcome reception, providing guests with opportunities to network and enjoy a series of photo opportunities in a specially designed setting. A small exhibition will also be featured, highlighting the story and inspiration behind the initiative. A fine dining experience created by renowned chefs working in collaboration to craft an exceptional menu will be also part of this event. Guests will also enjoy live stage performances and take part in a charity auction—bringing together elegance, purpose, and inspiration on one unforgettable night. The Blue Star Gala is tentatively planned for the evening of one day during the week of 24 November 2025. The Gala targets 250 high net worth individuals.
Remark: Both key events will be held in the hotel in Bangkok. The venue (s) will be arranged by UNICEF.
The contractor must be familiar with how to handle this audience and understand their nature and expectation to make the gala pleasurable and engaging for them. The Press Conference stage will feature distinguished participants, including members of the UNICEF Gala Committee, renowned chefs, and celebrities.
3. Description of the assignment
The awarded contractor will be responsible for the end-to-end planning, design adaptation, and execution of both events, ensuring a high-quality and impactful experience aligned with UNICEF’s mission and branding.
Overall task: The contractor will be responsible for the following overarching tasks for both the press conference and the gala event:
- Adapt and develop creative visuals for the Gala, based on the key visual provided by UNICEF, for use across relevant materials and platforms.
- Execution and implement the overall concept and design theme for the Gala, and apply the concept across all event elements, including venue decoration, exhibition design, guest experience areas, and printed materials that support event communication and fundraising.
- Coordinate with chefs to design and prepare the fine dining experience for gala guests. The chef invitation, collaboration, and engagement will be managed by UNICEF.
- Design and produce key visuals and adapt them for multiple platforms and formats to support the event, including a cohesive visual design across all event elements in line with the agreed concept and theme, all required print materials, which may include, but are not limited to, invitation cards, event booklets, program journals, and thank-you letters.
Press Conference: The contractor will be responsible for the full planning and execution of the press conference, including:
- Develop the event concept and format for the press conference. It is expected that the Press Conference stage shall feature distinguished participants, including members of the UNICEF Gala Committee, renowned chefs, and celebrities.
- Develop the event program and prepare all related scripts
- Manage the production of the event, including stage and seating arrangements, guest invitation and management, venue decoration, and show flow. This includes the design and construction of the stage setup, and provision of fully equipped lighting, sound, and visual systems. Standard equipment will be provided at the event venue.
- Oversee media engagement, including invitation and registration of media representatives.
- Collaborate with UNICEF in drafting and disseminating press releases as well as supporting media assets.
The Blue Star Gala
The contractor is expected to manage all aspects of the Blue Star Gala including:
Overall event management:
- Full event program development and production, encompassing all necessary setup, table arrangements, decoration, exhibition setup, show creation and execution, fundraising segments (such as live auctions and donation moments), and complete stage production with lighting, sound, and visual systems.
- Manage ingredients and cooking supplies/station for sit down dinner made by a group of chef supporters.
- Run the sequence of the entire show.
- Develop graphic design to be used for the event, particularly entire show for example performance, interview, auction and live appeal.
- Design, construct and deliver photo backdrops, signage, photo opportunity zone(s), engaging exhibition of UNICEF, exhibition of auction items, table decoration, seating map, and stage. The production is expected to be creative, interactive, and reflects UNICEF’s Box of Life: Nutrition campaign. Content will be provided by UNICEF (e.g., photos, footage, messaging).
- Complete the overall decoration from exhibition zone to stage including all prints materials such as banners, stickers or sign boards and including flowers arrangements.
- Provide lighting equipment, sound equipment, visual equipment to support all activities happening at the gala. Including stage. Basic equipment is to be provided at the event venue.
- Provide guest registration and seat arrangement service with crew/ushers to welcome and assist guests to their table.
- Coordinate arrangements to accommodate the needs of VVIPs and celebrities, including dedicated spaces for makeup, dress up, and relaxation at the event venue.
- Overall traffic control, flow of the event, security arrangement for certain celebrities.
- Arrange camera team to collect footage of the event and still photos of the event for summary report and to be used on social media posts or other communication materials
- Dismantling of event setup and delivery of all event assets to UNICEF.
- Arrange translators, transition booth setup with all necessary devices or equipment, if required.
4. Location and Duration
- Location for this assignment is the contractor’s own premises, and at the event venue in Bangkok.
- Regular meetings will be conducted online or in person in Bangkok.
- Site visit to event venue in Bangkok may be required.
- No international travel is expected under this assignment.
- Domestic travel maybe required for video shooting
- Contract duration is tentatively from September 2025 to January 2026.
For full details, please refer to Annex B - Terms of Reference.
This tender will be run through the UNICEF e-submissions system (UNGM).
By clicking on the blue ‘Express Interest’ button in the UNGM tender notice, the full UNICEF e-submission system instructions to bidders document (including instructions on how to access the tender documents and submit an Offer) will be automatically emailed to the ‘contact persons’ included in your UNGM registration. Alternatively, the full UNICEF e-submission system instructions to bidders document is publicly available on the UNICEF supply internet pages here: https://www.unicef.org/supply/index_procurement_policies.html .
In the tender management site, if you navigate to the documents tab and opt in to confirm your intention to submit a Bid – you will then see the mandatory placeholders for documents that must be attached prior to submitting your Offer (you will also see if there are any mandatory questionnaires to complete). As such, you are recommended to `opt in` well before the submission deadline so you are clear exactly what documents are required to be uploaded prior to completing your submission.
Please note that in order to access the full-set of tender documents through UNICEF’s e-submissions system, vendors must: (1) be registered with UNICEF in UNGM as a company/NGO; (2) have successfully completed all mandatory information currently required by UNGM when registering.
Please ensure that any files submitted as part of your bid are not corrupt or damaged in any way. Please exercise caution when using compressed files. Any corrupt or damaged files may lead to your Bid being invalidated.
All vendors are strongly recommended to regularly log-in to the UNICEF e-submissions system to check for any deadline extensions, new clarifications, new correspondence or updated tender documents relating to this tender.
Briefing call
UNICEF will organize an online briefing call on Tuesday 22 July 2025 at 14.00 Bangkok time – 30 mins presentation of TOR by UNICEF, followed by Q&A.
To receive the invitation link, interested bidders shall express their interest by emailing to THL-ML-BKKSUPPLY@unicef.org no later than 21 July 2025 COB Bangkok time.
Following the briefing:
Should any bidders have any questions against this solicitation or wish to submit a proposal and participate the pitching presentation, please send their queries and confirm their interest to UNICEF at thl-ml-bkksupply@unicef.org by 25 July 2025 COB Bangkok time.
Bidders who have confirmed their intent to submit a proposal will be invited to a pitching presentation on Monday, 4 August 2025, between 09:00 to 16:00 (Bangkok time). UNICEF will assign and confirm the specific timeslot.
The deadline for e-submission via UNGM is Friday 8 August 2025 at 10:00 AM (Bangkok time).
We look forward to receiving your proposals within the given timeline.
Best regards,
UNICEF Supply team