Event Management & Branding for the UniPod Launch in Makurdi, Maiduguri and UYO

Scope of Work

The selected firm shall provide comprehensive end-to-end event management and branding

services. Services include, but are not limited to, the following:

Event Management & Branding for the UniPod Launch - MOAU Makurdi

Event Management & Branding for the UniPod Launch - UNIVERSITY OF MAIDUGURI

Event Management & Branding for the UniPod Launch - UNIVERSITY OF UYO, AKWAIBOM

3.1 Event Planning & Management

• Develop a comprehensive, Event Management Plan covering all logistical,

operational, and contingency dimensions.

• Prepare detailed event run-of-show schedules, stakeholder engagement plans, and

communication protocols.

• Design venue layout, stage configuration, traffic flow, and production setup in

coordination with UNDP and the host institution.

• Provide and manage all technicalproduction requirements: stage, lighting, sound

systems, audiovisual equipment, and interpretation services whereapplicable.

• Coordinate guest management, RSVP processes, VIP/protocol handling, ushering,

and security liaison.

• Ensure adequate catering, hospitality, and accessibility arrangements for all

attendees, including persons with disabilities.

• Develop and implement a comprehensive risk management and contingency plan for

each event.

• Provide on-site event coordination and supervision throughout set-up, event day, and

breakdown.

3.2 Branding & Creative Production

• Develop an event concept, creative theme, and mood board that aligns with UNDP

branding guidelines and the UniPods programme identity.

• Design and produce all branded materials and installations, including: banners,

backdrops, roll-up stands, podium branding, directional signage, brandedstationery,

event programmes, lanyards, and giveaways.

• Ensure strict adherence to UNDP-provided specifications for dimensions, colours,

typography, logo placement, and materials. No deviations shall be made withoutprior

written approval from UNDP.

• Procure and install all branding elements at the venue no later than 24 hours before

the event.

3.3 Media & Communications

• Develop and execute an event visibility and media engagement plan, including press

invitations and media accreditation.

• Provide professional photography and videography coverage of the event;deliver

edited, high-resolution photo and video content to UNDP within 5 business days

post-event.

• Support live social media coverage and digital content creation during theevent,

aligned with UNDPs communications guidelines.

• Coordinate with UNDPs communications team on any pre-event and post-event

press releases or media engagements.

3.4 Sustainability & Responsibility

• Implement waste reduction and responsible procurement practices, prioritising ecofriendly,

locally sourced materials wherever feasible.

• Minimise single-use plastics and ensure proper disposal and recycling arrangements

at the venue.

• Where possible, engage local vendors, suppliers, and community membersto

support local economic impact.

3.5 Post-Event Reporting

• Prepare and submit a comprehensive Post-Event Report within 7 calendar days of

each event, covering: attendance figures, stakeholder profiles, media reach and

coverage, financial summary, lessons learned, and recommendations.

• Provide a complete handover of all branded materials, media assets,and

documentation to UNDP upon assignment completion.