Event Management Services and Follow-up Mentorship

The Service Provider will be responsible for:

Component 1 – BOOSTCamp Organization & Facilitation

• Prepare the final 3-day event agenda in close coordination with UNDP BOOST team.
• Coordinate the participation of agreed speakers and ecosystem actors in the BOOSTCamp training sessions, networking activities, and study visits. 
• Arrange and coordinate a one-day study visit to relevant innovation ecosystem actors (such as innovation centers, startup hubs, and research institutes) for up to 20 participants, ensuring meaningful exposure and dialogue for the participating BSOs.
• Arrange one innovation ecosystem meetup, bringing together at least 40 entrepreneurs, investors, and other innovation ecosystem actors for learning and knowledge exchange. The event should at least include 2 key notes and networking activities.
• Provide one dedicated coordinator for the full 3 days to act as the focal point for the delegation, managing registration, attendance, materials distribution, and coordination with the venue and ecosystem partners, and providing logistical, communication, and facilitation support across all programme days.
• Following the BOOSTCamp, act as the focal point for follow-up activities delivering 24 hours of post-event support and mentorship in English language to the participating BSOs and UNDP, including facilitating partnership discussions and other follow-up measures in direct coordination with UNDP.

Component 2 – Venue, Technical Setup & Branding

• Secure one primary meeting/conference room with a U-shape or equivalent setup suitable for interactive workshop sessions, daylight priority, and capacity for up to 25 participants with an area for coffee breaks, available for 2 days in total. Preferred venue: CIC Warsaw Innovation Campus (or equivalent). The venue should be of at least a 3-4-star standard, in Warsaw city center, easily accessible by public transport.
• Set up and manage a dedicated Registration & Info Desk located in the foyer or reception area of the meeting room. One staff should be available at 8.30 am latest on the first day of workshop for the set-up of the desk and prepare the name badges and attendance sheets.
• Provide dedicated high-speed and stable Wi-Fi access inside the meeting space for the 2 days. Power supply for charging Laptops etc.
• Provide an audio-visual equipment package consisting of a high-resolution projector, 1 large screen, 3 wireless microphones, 1 dedicated laptop and a sound mixer for the 2 days.
• Provide 1 training stationery set consisting of 4 flip-charts, extra paper, 20 notepads and pens, sharpie markers in 3 colours, and multi-colour post-it notes for the 2 days at the venue.
• Produce 1 roll-up banner (locally printed, based on UNDP-provided designs and in line with partner branding guidelines, should be available at the meeting room during the BOOSTCamp) and 20 high-quality name tags.
• Produce and distribute 20 totebags and stickers (locally printed, based on UNDP-provided designs and in line with partner branding guidelines).
• Provide professional photography services across all 3 days of the BOOSTCamp and submit all visual materials within 5 working days after the event.
• Secure and rent (if needed) the city –center venue/ public space (easily accessible by public transport) for the innovation ecosystem meetup on 15 October (18:00 – 21:00) for at least 40 Polish innovation ecosystem stakeholders. Please provide the proposed venue name and address in your technical offer.

Conductive Environment and BOOSTCamp Management

• The venue(s) shall not conduct any renovations on its premises during the dates of the

  Contacts Links UNSPSC codes

  Email address: procurement.irh@undp.org

  Surname: Procurement IRH