The contracted firm will deliver the following:
4.1) Event Management & Coordination
• Overall project management and coordination; single point of contact.
• Workplan/Gantt and detailed run-of-show; weekly status meetings and actions log.
• Risk register and mitigation; contingency planning.
• Accreditation/registration workflow design and management (data protection compliant).
• On-site operations plan; rehearsals; showcalling; inter-team comms (radios/whatsapp groups).
• Protocol & VIP management; seating charts; holding rooms; gift/exchange coordination.
• Staffing: event manager, floor managers, registration desk, ushers; briefing and rostering.
4.2) Venue & Logistics
• Venue sourcing (3 options) and contracting support; site inspections.
• Space planning: room layout, staging, lectern, accessibility routes, emergency egress.
• Audio-visual (PA, projection/LED, mics, recording) specification and supplier management.
• Simultaneous interpretation (if required): booths, receivers, technician; interpreter recruitment.
• Live streaming platform setup and technical management (if required).
• Catering coordination including dietary requirements; water stations and green practices.
• Transport logistics: airport transfers, shuttles, VIP movements; parking plans.
• Security liaison; incident and OHS compliance documentation.
• Utilities & backup power coordination (where relevant).
4.3) Branding, PR & Content
Event visual identity adaptation; artwork for invitations, programme, backdrops and signage.
• Production management for print and digital assets; on-site branding installation and derig.
• Event online registration page; email campaigns and RSVP tracking.
• Media engagement: media list, press note/release drafting, media desk on site.
• Photography and videography; basic edits and asset handover within 5 working days.
4.4) Reporting & Close-Out
Pre-event readiness checklist; day-of situation report.
• Post-event report: attendance stats, media/online metrics, lessons learned, photo/video links.
• Financial reconciliation pack (supplier list, POs/invoices, receipts, summary against budget lines).
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.