RFP FOR AN EVENT MANAGEMENT FIRM TO PROVIDE EVENT ORGANISATION AND LOGISTICS SUPPORT FOR A RECEPTION IN LAGOS, NIGERIA. Consultancy name: Event Management and Logistics Support for a Reception Type of contract: Consultancy - Company Duty station: Lagos, Nigeria Duration: 2 Weeks CURRENCY NAIRA SPECIFIC OBJECTIVES It is against this backdrop that UNDP Nigeria seeks to procure the services of an event management firm based in Lagos, Nigeria with demonstrable extensive experience in executing high-level events of the nature stipulated above. The firm will be expected to be responsible for the overall planning, organization and execution of the event.   SCOPE OF WORK The Event Management Firm will be responsible for the provision of pre, on-the-day, and post-event management services for two events happening on the same day 12th December 2024; a.      Hosting of German President and his delegation- a 45-minute event b.      UN Agencies Community Mixer- a 2-hour event In consultation with the UNDP organising team, the service provider is expected to carry out the following tasks (but not limited to): 1.      Pre-Event (Preparatory Work) 1.1. Event Action Plan a.      Formulate a time-bound action plan for all tasks related to the events 1.2. Event Logistics, Staging and Venue Arrangement a.      Design and create the red (blue) carpet and layout in consultation with UNDP. b.      Develop an event run-of-show. c.      Design an event flow and representation of on-the-day activities d.      Design mood-board ensuring the décor of the space creates a befitting ambiance. e.      Source and finalize physical event venue vendors i.e. décor provider, catering services (taking into consideration dietary needs), refreshments and cool beverages, innovation booths, etc in consultation with UNDP. f.       Develop and finalize design and printing of event programme and event gift bags g.      Procure gift items such as power banks, pens, notepads and water bottles to include in gift bags h.      Secure the entertainment (DJ, Orchestra etc) in close consultation with the UNDP team i.       Set up an interactive digital exhibition area to be toured during the cocktail hour. j.       Design event check-in process for guests k.      Provide solutions in terms of event accessibility for people with disabilities, if needed. 2.      During the Event a.      Oversee the flow and management of the event b.      Ensure the presence of well-trained hosts/hostesses to welcome, seat guests and support the smooth flow of the event. 3.      Post Event a.      Consolidate and submit final invoice and appropriate documentation. The firm will be expected to provide very regular briefings and updates to UNDP team and the event technical committee.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]