Interpretation, Audio-Visuals, and Ushering Services for a regional conference for the ILO Combating Human Trafficking in Egypt Project on Best Practices for National Referral Mechanism, Domestic Workers' Protection, and National Assistance Funds for Victims of Trafficking. Location: Cairo, Egypt Date: February 2025 Introduction: Under the Framework of the combating human trafficking in Egypt project and at the request of the Egyptian Government (Ministry for Foreign Affairs - National Coordinating Committee for Combating and Preventing Illegal Migration and Trafficking in Persons (NCCPIM&TIP) jointly with the ILO, plan to conduct a regional conference to support the Egyptian government to enhance their National Referral Mechanism (NRM), National Assistance Fund for Victims of Trafficking and Domestic Workers’ (DWs) protection through getting exposed to best practices from the region. The conference will serve as a platform for the Government of Egypt to exchange experiences and best practices on the NRM, DWs, and the National Assistance Fund for VoTs that will contribute to international efforts in combating human trafficking. The regional conference will take place in Cairo, Egypt for 3 days (excluding travel time) in February 2025. Objective of the service provider ILO Cairo Office is seeking to select a company to handle the logistics, translation, visibility items , and Audio Visuals of the 3-day regional conference in Cairo under the Combating Human Trafficking in Egypt project. In light of the above, the following are the services requested: 1. Event Logistics: - 6 note takers (2 in each hall) for 3 days to take minutes of the confrence’s discussions, panels, etc o Please note that note takers should be fluent in both Arabic and English as this event is bilingual and they will deal with foreigners and must be qualified to take minutes of the conference. - 3 ushers per day for registration and hall management for 3 days. o Please note that ushers should be fluent in both Arabic and English as this event is bilingual and they will deal with foreigners. 2. Audio-Visual and interpretation - 1 screen 6x2.5M – 3 days (size might be changed based on the choice of the hotel) - 2 screen 4x2.5M – 3 days (size might be changed based on the choice of the hotel) - 6 Interpreters Arabic/English/Arabic (for 3 days for 3 halls) 2 interpreters per hall per day. Daily Agenda will be from 09:00am to approximately 4:00 pm - Interpretation System including isolated booth, CU, Radiators, and transmitter - (Arabic to English) (English to Arabic) - full day – 3 days (3 halls) - 50 Wireless Interpretation Receivers - Sound System for each hall including Loud Speakers, Podium Microphone & Mixer. (3 halls) - Hand Held Wireless Microphone (2 per hall) (3 halls) - Laptops for LED screens (for each hall) - 3 Media Server (for the LED screens) (for the backdrops) - Videography and Photography for each hall for the 3 days - Backdrop Digital design - LCD screens on 3 stages – for the speaker on the stage to see what is being projected on the big backdrop screens. - Side tables with design of the conference with logos, etc. on the 3 stages 3. Design and Printings - Design Invitations for the Regional Conference. - Design and Print Media wall (6x5M) - (size might be changed based on the choice of the hotel). - Design and print Fact sheets for the project’s achievements in accordance with ILO guidance. - Design agenda for the regional conference in accordance with ILO guidance. - Unit Cost for printing agendas for the regional conference in accordance with ILO guidance. 4. Others: - Coordination with the venue on the set-up and equipment-related matters, including but not limited to installation of Media wall, Screens, interpretation systems booth, CU, Radiators, Transmitters sound system including mic, laptop, data show, and screen for data show. - The Service provider will be responsible for creating a link and a QR code for the event registration for the participants in accordance with ILO guidance and is required to submit the registration data after the end of the conference alongside the registration hard copies. - Registration and hall management ushers should be responsible for preparing the giveaways and any material that should be handed out to the participants in accordance with ILO staff. - Maintaining accurate registration and attendance records for all participants (soft and hard copies). - The ushers will also be responsible for distributing and collecting pre, post, and evaluation sheets from the participants fully completed (and submitting Soft and hard copies) if needed under ILO guidance. - Submitting the note-takers reports from different halls to the satisfaction of the ILO. - Submitting Videos and photos taken from the regional conference from the 3 halls to the satisfaction of the ILO - Submitting standard video summary for the regional conference - The chosen supplier might need to collect supplies from ILO premises (9, Taha Hussien, Zamalek). - The chosen supplier might need to deliver supplies to ILO premises. (9, Taha Hussien, Zamalek)