Event Management services for HIV Prevention Campaign and ACJMC High-Level Event

Description Event Management services for The HIV Prevention Campaign and The ACJMC High-Level Event UNDP Nigeria is seeking the services of an event management firm based in Abuja with demonstrable experience in executing similar events of the nature stipulated in the TOR. The Event Management firm will provide pre-event, on-the-day, and post-event management services for both components. In consultation with UNDP and partners, the firm is expected to carry out the following tasks, including but not limited to: 1. Planning and Advisory – develop an event concept, work plan, run-of-show and risk and contingency plan for each event; plan and manage vendors; advise the organizing committee on the suitability, accessibility (including for persons with disabilities), capacity and safety of venues and equipment for physical and virtual activities, in a cost-effective manner.2. Registration and Coordination – identify, invite, accredit and register participants online and on arrival; print and deliver badges for delegates, participants, media and VIPs (designs approved by the organizing team); coordinate speakers, facilitators, moderators, performers and the master of ceremonies.3. Event Production – manage live streaming, branding and online promotion; organize venues, space planning, plenary and breakout rooms, signposts, audio-visual equipment, sound, décor, furniture; stage management, design and branding; produce and distribute event materials and merchandise; coordinate rapporteur, interpretation (where needed), photography and videography.4. Online Participation – ensure reliable technology, connectivity and equipment for uninterrupted online attendance for up to 200 participants at national events and 100 participants at the ACJMC High-Level Event, with seamless interaction between in-person and online participants.5. Branding – print and place backdrops, signage and materials using designs provided by UNDP.6. Safeguarding, Confidentiality and Inclusion – apply do-no-harm, confidentiality and data protection standards; ensure events are free from stigma, discrimination and coercion, using inclusive, non-stigmatizing language; comply with UN safeguarding and PSEA policies; coordinate venue security and accreditation with relevant authorities.7. Component A only – Service Delivery Areas – arrange safe, private spaces for counseling and testing at events with service components, working with accredited health providers in line with national guidelines; coordinate referral pathways and availability of prevention commodities provided by partners.8. Component B only – Protocol – provide protocol coordination, seating and movement for the Chief Justice of Nigeria, judges, Attorneys General, DPPs and other senior guests.9. Undertake any other activities formally agreed between the organizing committee and the firm.Please indicate whether you intend to submit a bid by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org using the profile you may have in the portal. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in UNDP website: https://www.undp.org/procurement/business/resources-for-bidders. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration. Search for the specific tender using search filters and subscribe to the tender in order to get notifications in case of amendments of the tender document. If you need support with the online system, you can contact the contact details of this tender as indicated in the solicitation document. [UNDP OFFICE NIGERIAPROCUREMENT UNIT]