PROVISION OF EVENT MANAGEMENT SERVICES FOR THE UNITED NATIONS ENVIRONMENT ASSEMBLY (UNEA), NAIRO ...

United Nations Office at Nairobi (UNON) on behalf of the United Nations Environment Programme (UNEP) hereby invites qualified firms to submit their Expression of Interest to participate in the upcoming competitive bidding exercise for the provision of an Event Management Services for a Reception and Gala Dinner to be held on 5 December 2017 and support management of series of conference symposia/side events and exhibitions through out the week from 2 to 6 December during the United Nations Environment Assembly (UNEA) at the UN Gigiri Complex in Nairobi, Kenya. Background United Natios Environment Assembly (UNEA) replaces the Governing Council, which was established as a 58-member body in 1972 to promote international environmental cooperation and coordinated environmental activities within the UN system. UNEA represents the world’s highest-level decision-making body on the environment, which holds universal membership of all 193 UN Member States and the full involvement of major groups and stakeholders to promote international environmental cooperation and coordinated environmental activities within the UN system. Its functions include; • Setting the global environmental agenda; • Providing overarching policy guidance and defining policy responses to address emerging environmental challenges; • Undertaking policy review, dialogue and exchange of experiences; • Setting the strategic guidance on the future direction of UNEP; • Organizing a multi-stakeholder dialogue • Fostering partnerships for achieving environmental goals and resources mobilization. OBJECTIVES: Ensure the active participation of all relevant stakeholders in the governance of UNEP; Promote a strong science-policy interface. SCOPE OF WORK: The vendor will be expected to develop a creative concept and a detailed plan for the delivery of a high-level reception and gala dinner programme for up to 500 delegates that will include Environment Ministers, senior representatives from the member states, Heads of Missions; representatives of the Civil Society, other members of the diplomatic community and other UNEA delegates; & management of conference symposia/side events and exhibitions. Reception and Gala Dinner Programme • Propose creative concepts for the dinner and the programme that will differentiate this event from previous similar events in the past years, while keeping at the level and tone that befits UNEA; • Provide venue solutions for the number of attendees and the components of the evening programme • Organize catering arrangements for food and beverages based on the level of attendees; sustainability guidelines, and the budget Perform stage direction and on-site management; • Secure the services of an emcee and options for entertainment based on UNEP’s guidance; • Develop the programme run-time and script for the Emcee. • Staging and Logistics – sourcing, coordinating, setting-up & dismantling of venue and all equipment in consideration of all procedures and guidelines of UNON (facilities management, health, safety, security, etc.); • Venue set-up; • Dinner set up, including linens, floral arrangements, table centre-pieces and other decorations; • Stage design and set-up; • Stage and venue lighting; • Provision of wide screens on stage; • Sound system and programme music; • AV projection systems with live feed provisions; • Stage backdrop, lectern; • AV and Photography coverage; • Adequate staff for setup, ushers, and other operational staff; • Set-up for guests registration; • Removal of the set-up/staging material at the end of the event; • Power, water, portable toilets and all other utility requirements that will not be provided at the • location. • Greening of the events • Adopting all necessary measures to ensure the event is environmentally friendly and follows sustainability standards (menu selection, decors, theme etc.). Conference symposia/side events & exhibitions • Event and conference management services • Provide sound system and AV projection system with live feed provisions • Secure and manage entertainment, Emcees, celebrities and similar participants • Put-up / take-down, staffing for event • Manage and coordinate a series of high-level events including opening and closing ceremony and panel discussions • General logistics • Guest support services, incl. lodging • Transport • Creative design services, including space design • Printing services, including branding and merchandise (USB sticks, t-shirts etc) • Ad buying • Customs clearance support Vendors interested in providing these services and undertaking the above tasks may express their interest to participate in the planned solicitation process by completing the Vendor Response Form in this EOI and submit it to UNON by email through email address: simon.kariri@unon.org before closing date 30 June 2017. All EOI submissions should bear the EOI Reference number and title in the subject line.  Additional details of this requirement will be provided in the solicitation documents which will be released following this EOI. UNON reserves the right to change or cancel the requirement of this EOI at any time during the EOI and/or solicitation process. Submitting a reply to this REOI does not automatically guarantee that your company will be considered for issuance of the solicitation documents. Only vendors who, in UN’s sole discretion, are deemed eligible and qualified, upon completion of an objective evaluation of the EOI submissions, may receive the tender solicitation documents.