The selected firm shall provide comprehensive end-to-end event management and branding services for each location. Services include, but are not limited to, the following:
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 technical production requirements: stage, lighting, sound systems, audiovisual equipment, and interpretation services where applicable.
• 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.
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, branded stationery, 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 without prior written approval from UNDP.
• Procure and install all branding elements at the venue no later than 24 hours before the event.
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 the event, aligned with UNDP’s communications guidelines.
• Coordinate with UNDP’s communications team on any pre-event and post-event press releases or media engagements.
4 Sustainability & Responsibility
• Implement waste reduction and responsible procurement practices, prioritising eco- friendly, 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 members to support local economic impact.
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.
