BACKGROUND AND RATIONALE In recent years, there has been growing attention to the role of employers’ and workers’ organizations in promoting Responsible Business Conduct (RBC) and ensuring that labour rights are respected throughout global and domestic supply chains. Building on the principles of the ILO MNE Declaration and Fundamental Principles and Rights at Work (FPRW), the ILO has been facilitating bipartite and multi-stakeholder dialogues across Asia, particularly India, to strengthen collaboration between social partners in advancing decent work in supply chains. Alongside, it has been also supporting capacity building of labour inspectors, occupational safety and health inspectors, and labour officers from the government for improved understanding on RBC in the context of ease of doing business,  As part of these ongoing efforts, the ILO under its development cooperation project ‘Building Responsible Value Chains in Asia through promotion of Decent Work in Business Operations – Phase II’ is planning to organise two two-days workshops in Bangalore, Karnataka in February 2026 as mentioned below:   Two-day Workshop with trade unions (TUs), on Operationalizing the Joint Responsible Business Conduct (RBC) Roadmap and Advancing Bipartite Dialogue in India’s Manufacturing Sector in a hybrid boardroom meeting setup on 24-25 February 2026 .Expected number of physical participants: 34 (tentative).  2.One-day Workshop on Capacity building of labour inspectors (LIs) from State government on Responsible Business on 27 February 2026. Expected number of physical participants: 50 (tentative) 2. PURPOSE OF ASSIGNMENT To achieve the proposed objectives of the workshops, the ILO intends to engage the services of an Event Management Agency (EMA) for making the logistical arrangements. ILO Role: Design of the technical content and facilitation of the technical discussions, besides guiding the EMA on logistical arrangements for the two workshops. The ILO (and/or the state government for the labour inspectors workshop) will send out the invitations and receive nominations for the participant along with their travel and accommodation requirements. The same will be relayed to the EMA for logistics arrangements. EMA Role: As mentioned on the Section 4 of this document.   3. PARTICIPANTS Workshop 1 (TUs workshop): The workshop with trade unions will include senior leaders from central trade unions and representatives from manufacturing sector unions, particularly from 6-7 states with a strong presence of multinational, including Japanese enterprises. Some participants may join online too. In addition, trade union representatives from Japan, Indonesia, Malaysia, Thailand, Viet Nam, and Lao PDR may participate online as resource persons to share their experiences and good practices alongside resource persons from India who will physically attend the workshop. Workshop 2 (Labour inspector and officers workshop): The workshop with labour inspectors in the state (including Bengaluru).  The venue will be Karnataka State Labour Institute (KSLI) – . 3-4 officials from ILO are expected to attend each workshop. ILO officials will directly arrange for their travel and accommodation. However, if ILO officials express interest to stay in the same venue as the other participants (applicable only for the TU workshop), the EMA may be requested to book the rooms for which the officials will make direct payment.     4. MAJOR TASKS TO BE ACCOMPLISHED   Within the overall purpose of this assignment and objective of the two workshops, the EMA will, upon request and receipt of purchase order/contract from the ILO, facilitate, organize and make all necessary arrangements for hosting the workshop event as below:   4.1 Arrangement of venue, equipment and services [applicable only for TU workshop] EMA will identify and select the workshop venue to accommodate the TU workshop for 34 participants (tbc) in consultation with the ILO : The TU workshop will be held in hybrid mode to enable online participation by national and international participants. The EMA will ensure all required audio-visual equipment is available and operational for the hybrid workshop. The EMA will ensure service maintenance, in particular, management of dais during session transition, reception of speakers promptly, audio-visual operations, and management as would be required for all equipment/services and facilities in and around the meeting rooms/hall. 4.2 Arrangement of drink & food, flower, participant kits, memento, and registration support EMA will arrange meals for participants during the TU workshop and LI workshop. For TU workshop, these will be provided at a venue to be identified by the EMA. For LI workshop, these will be provided at the Karnataka State Labour Institute (KSLI). The service should include: Lunch 2-time tea/coffee with refreshments High tea with assorted refreshments The EMA will provide tabletop flowers for both TU and LI workshops (tbc) The EMA will prepare participant kits for all physical participants of both TU and LI workshops. The EMA will provide memento for non-ILO speakers in both workshops (TBC). The EMA will arrange for an on-site registration desk on the day of the workshop and maintain a real-time online list of participants in a shared sheet.   Arrangement of accommodation for outstation participants [applicable only for TU workshop] The EMA is required to arrange for booking of single-occupancy rooms for participants’ accommodation for the TU workshop as instructed by the ILO team. The arrival and departure dates of the outstation participants will be advised by the ILO, based on their planned participation in the workshop. The EMA is required to compile rooming lists for all outstation participants and liaise directly with the hotel and book/allocate rooms. The number of outstation participants from other states is expected as 25 (tbc). Accommodation provided to the outstation participants will be inclusive of dinner and breakfast, while lunch will be provided during the workshop on both dates.   Arrangement of travel and transport services for outstation participants [applicable only for TU workshop] The EMA is required to arrange for travel and transportation services for outstation participants as required for the workshop.  These services will include: Booking of to-and-fro flight /rail tickets/ cab fare as per detail provided. Exact travel sectors are to be confirmed once the nominations are received by the ILO. The EMA will ensure accuracy of arrival/departure information and maintain a travel list for ready reference Airport transfers will be handled by the participants on their own through the incidental reimbursements (out-of-pocket) provided as per Annex I. Specifically for Workshop 2 (Labour inspectors / officers workshop), travel and accommodation will be arranged only if ILO receives request from the government. For any outstation participant with no or limited flight connectivity, EMA will offer the option of railway journey (2 tier A/C) or inter-city cab which ever economical, and reimburse the expenses incurred to the participant against valid documentary proof or evidence.   Arrangement of post workshop documents EMA will submit high resolution event photographs (for both TU and LI workshops) and videos (for TU workshop only) to the ILO DWT/CO post completion of the workshop (in a pen drive) for the workshops. This will include the opening session, key activities, official group photos, main Photographs from Mobile phone for full day event EMA will submit all workshop related documents, including registration sheets, final invoice, along with bills and vouchers of expenditure recorded for each workshop. Reimbursements [applicable only for TU workshop) Outstation participants: Reimbursements towards incidentals at the rate of INR 2,000.00 per participant in cash towards incidentals. Local participants: Local conveyance allowance at the rate of INR 2,000.00    per day per local participant in cash.   In addition, please also refer to the phase-wise major tasks/activities expected of the EMA for each workshop under this assignment, detailed below: Provide pre-event assistance in the following activities Attend a brief planning meeting with the ILO Project team upon signing of the contract, to understand workshop structure and requirements. Formulating a time-bound action plan for the event Conduct a recce visit of identified venue/hotel to ensure venue facilities and designing of event, including room facilities in coordination with the ILO team. Ensure ILO Comms. Officer review and approval of workshop collateral designs prior to final printing. Compile participants information and database management in coordination with the ILO team. Preparation of an audio-visual plan for the workshop as per the proposed set-up. Designing of the registration process as per the workshop’s requirements. Identification of manpower requirements for the workshop. Follow up with participants, dignitaries, speakers (online & in-person) moderators/facilitators, for their presentations, and pre-testing the same for sound/visuals. Pre-testing audio-visual equipment and connection for speakers/mics/Wi-Fi, etc. to ensure successful hybrid setting facilitation of the workshop. Prepare participants, nameplates, backdrops, banners, signage, etc. as necessary. Provide on-site assistance on each day of workshop Co-ordination with the ILO team, along with venue/hotel personnel for all workshop related details. Make all arrangements at the workshop venue including delivery and set-up of backdrops, signage, nameplates, and stationery, audio visual facilities, microphone systems etc. Arrangement of on-site registration desk and handover relevant project visibility materials to participants. Facilitation desk for assistance throughout the duration of the workshop. Ensure the provision of all audio-visual facilities and signage as per the plan. Over-all events and stage/dais management include floral arrangements. Coordinate with venue staff and arrangement of events lunch, tea/coffee and one round of high tea at closing of the workshop. Manage photocopying and distribution of selected documents on site including hard copies of presentations (if necessary) Provision of still/video photography for the workshop, including group and individual photos of panellists/participants during workshop sessions. Ensure documentation of proceedings by a technical expert. Any other event related services, as specified and requested by the ILO team.   DELIVERABLES AND DEADLINES for Labour Inspectors Workshops Major Task-1 EMA will arrange meals for participants during the TU workshop and LI workshop. For TU workshop, these will be provided at a venue to be identified by the EMA. For LI workshop, these will be provided at the Karnataka State Labour Institute (KSLI Lunch,2-time tea & coffee with refreshment. High tea with assorted refreshments. Deadline: 27 February 2026 Estimated travel required NA Major Task-2 Provide Tabletop flowers  Specific delivery date/ deadline: 27 February 2026 Major Task-3 Prepare participant kits for all physical participants Specific delivery date/ deadline: 26 February 2026 Estimated travel required NA Major Task-4 Provide memento for non-ILO speakers Specific delivery date/ deadline: 26 February 2026 Estimated travel required: NA Major Task-5 On-site registration desk on the day of the workshop and maintain a real-time online list of participants in a shared sheet. Specific delivery date/ deadline: 27 February 2026 Estimated travel required: NA Major Task-6 Arrangement of post workshop documents for the workshop. High resolution event photographs and video submitted to the Project post completion of the workshop (in a pen drive). Submission of all workshop related documents, including registration sheets, final invoice, along with bills and vouchers of expenditure recorded. Photos and video within 1 working day post the workshop. It can be provided "(in a pen drive and/or through WeTransfer) Documents to be submitted within 10 working days post completion of workshop. Estimated travel required:  N.A DUTY STATION The Event Management core team responsible for these 2 workshops will be required to travel to Bengaluru to organize and monitor the necessary arrangements for both the workshops, to facilitate the completion of major tasks and deliverables under this assignment. Authorized representative/s of the EMA will be expected to visit the ILO New Delhi office premises to plan and review arrangements with the ILO team to ensure successful organizing and completion of the workshop. Alternatively, such a meeting could take place online if required. CONTRACT MANAGEMENT Under the overall supervision of Ms Sudipta Bhadra, Senior Programme Officer, ILO/DWT-CO New Delhi, for all matters relating to the assignment, the EMA will liaise and work directly with Ms Rasna Kaur, Administrative and Finance assistant, ILO/DWT-CO New Delhi, to complete this assignment.  For matters related to the design and printing of event collaterals, including branded workshop stationery, the EMA in will liaise and work in close coordination with the Ms Sudipta Bhadra, Senior Programme Officer, and Ms Rasna Kaur, Administrative and Finance assistant, Comms. Officer, ILO New Delhi. Final design and printing of event collaterals will be done only upon review and approval from the ILO Comms. Officer. The EMA will also share a list of dedicated focal point and core team, along with their roles and responsibilities, to ensure efficient front-end support and overall coordination to undertake and deliver the assignment as per the detailed scope of work therein. OFFICIAL TRAVEL INVOLVED In case the EMA is based in outside Bengaluru, official travels will be required for the EMA and its core team to travel to Bengaluru to make necessary arrangements for organizing the event. ESTIMATED DURATION OF CONTRACT The ILO will issue a Services Contract to the selected EMA, with the envisaged contract duration from 17 February 2026 to 31 March 2026. ADMINISTRATIVE ISSUES The EMA will be fully responsible for obtaining all necessary licenses and/or authorizations required to discharge its obligations and carry out the desired tasks under this assignment. QUALIFICATIONS / SPECIALIZED KNOWLEDGE / EXPERIENCE/ COMPETENCIES: The EMA should have prior experience of organizing such events, preferably for International Labour Organization. (CORE/TECHNICAL/FUNCTIONAL) / LANGUAGE SKILLS REQUIRED FOR THE ASSIGNMENT The core team of the EMA responsible for organizing the event and liaising with the outstation participants should have knowledge of English and Hindi Languages. EVALUATION CRITERIA Prospective and interested EMAs are required to submit their financial quotes for undertaking this assignment with the subject line: Event Management Agency: ILO Two Workshops in Bengaluru, by 14 February 2026, with the following details:  Agency profile, along with a list of dedicated focal point and core team members, along with their roles and responsibilities for overall coordination and management of the assignment. Financial quote in INR, consummate with the detailed scope/tasks under the assignment, and reference to the details in Annex 1. IDENTIFICATION OF RISKS FOR THE CONSULTANCY AND PLAN FOR MITIGATION While the ILO does not foresee any significant risk under the activity, delivery of sub-standard quality of products and unsatisfactory performance from the contractor may be a considerable risk in terms of successful undertaking and completion of specific tasks/deliverables under the contract.   In case of unsatisfactory performance of the contractor against specific tasks/deliverables, ILO will withhold related payment to the contractor until expected and quality deliverables are submitted.   PAYMENT & REPORTING SCHEDULE With reference to the overall scope and deliverables under the assignment, reporting and payment process under the contract will follow the below-mentioned schedule:   Sl. No Deliverable Amount/% to be paid Timeline 1 Advance payment for preparatory work (booking of hotel rooms, flight tickets, venue, etc.) 30% of the contract value Upon signing of the contract 2 Final payment, on actuals, will be paid to upon successful completion of the assignment, to the satisfaction of the ILO, and upon receipt of the following deliverables: High resolution event photographs and video submitted to the Project post completion of the workshop (in a pen drive and/or through WeTransfer). Submission of all workshop related documents, including registration sheets, final invoice, along with bills and vouchers of expenditure recorded. 70% of the contract value 10 working days post completion of workshop, and upon receipt of final invoice. Total 100% PERFORMANCE REVIEWS Overall performance of the contractor will be reviewed based on the following aspects: Satisfactory performance and management of the workshop, in addition to timely and efficient completion of activities/tasks as specified under the assignment. Flexible work schedule and ability to deliver quality products within a short deadline.