Procurement of Meeting Venue for Global Annual Meeting GEF8 BGI 30Nov–4Dec 2026

No.

Service

Minimum requirements

1.

Accommodation Services

Accommodation costs for up to 75 in-house guests. Guests will be responsible for booking and paying directly for their accommodation. Hotel to confirm preferential rate for the duration of the conference.

2.

Main plenary meeting room

A meeting room that can accommodate 100 participants for 3.5 days, banquet-style seating arrangements.

Please refer to Annex 1 Main Plenary and Breakout Rooms Arrangement.

3.

Coffee breaks and lunches

Two daily coffee breaks and one lunch per day for 3.5 days for approximately 100 participants. Provide mixed savory/sweet options, healthy choices, fruit, and clearly labeled food items and potential allergens (including but not limited to nuts, dairy, gluten, shellfish, soy, and eggs). Accommodate dietary requirements (including vegan options).

4.

Break-out rooms (preferable 2)

A minimum of 02 Break-out rooms that can accommodate 30-40 participants each for 3.5 days.

Please refer to Annex 1 Main Plenary and Breakout Rooms Arrangement.

5.

Cocktail Reception

Cocktail Reception on [date TBC], for approximately 100 participants, including cultural exchange elements (for example local cuisine and drinks (traditional Seychellois dishes, snacks, or drinks, with small labels or short explanations); Cultural décor and ambiance (use of local materials, crafts, or themes in the setup), as feasible). The cocktail should include diverse “finger food” options, clearly label allergens, and accommodate dietary requirements (including vegan options).

6.

AV equipment & technical

support

All AV equipment (Wireless internet / Wi-Fi access points, Large LED screen or projection screen, Data projector or LED display, Wireless presentation clicker/remote, laptops, printers) and technical support throughout the event.