Provision of Event Management Services for the 6th Edition of the Innovation and Tech Forum - Tanzania

Opportunity Background:

Background information

The FUNGUO Innovation Programme is a UNDP Initiative funded by the European Union as part of the “Business Environment, Growth and Innovation” (BEGIN) Programme. Other funders include UNDP itself and the UK Government through the Africa Technology and Innovation Partnerships (ATIP). The programme aims to increase the number of successfully scaled innovative ventures. It does so by addressing the challenges and gaps in the innovation ecosystem that hinder the scaling of innovative impact ventures, while fostering an environment that supports innovation for development and empowers innovators, entrepreneurs, and enablers.

The programme is designed to lay the foundation for, and unlock the potential of, Tanzanian innovators and entrepreneurs to create scalable start-ups capable of attracting impact and commercial investments. The more start-ups are supported and scaled, the more jobs will be created, and more income will be generated, leading to sustainable and inclusive development.

FUNGUO is currently preparing to unveil the 2nd cohort of its investees in the upcoming 6th Innovation & Tech Forum, a momentous occasion in the Tanzanian innovation ecosystem. While the forum will provide a wider platfrom to engage policymakers, development partners and the wider innovation ecosystem in a discussion around the importance of investing in startups, FUNGUO will take advantage of this to showcase its new investees and their innovative business models to the wider public.

The event is scheduled to take place in Dar es Salaam on the 20th of November 2023, in collaboration with European Union, the British High Commission, UNCDF, Media Convergence and the Government of Tanzania. The event is expected to be attended by the Minister of Planning and Investment, EU Ambassador, UNDP Partners, Innovation Enablers, Development Partners, and the media.

To make this event successful, UNDP is seeking to procure the services of a competent event manager capable of providing a complete suite of services including event set up and branding, communication, Photography, Videography, Digital Media and Event coordination.

Opportunity Structure:

Objectives of assignment

UNDP Tanzania is seeking to employ the services of a competent event manager capable of providing a complete suite of services including event set up and branding, communication, Photography, Videography, Digital Media and Event coordination.

The assignment will involve, among other things, designing and setting up the event venue, photography, videography, and support of all media engagement and communications services before, during and after the event days. This may include, but not be limited to, procuring and managing any sub-contracted services that may be required.

Scope of work

The assignment is made of the following components:

1. Event Venue design, logistics and setup

· Provide a design and vision for the venue set up indicating branding and set up needs

· Implement the set-up and logistical arrangements of the venue the day before the event. UNDP will procure the venue for the event and notify the service provider once the venue has been selected.

· Event setup & design includes banners and signage design, printing and placement/installation.

· Design and execute the setup of up to 25 exhibition pods at the event venue (preferable inside the hall where other activities such as panel discussions will take place).

· Logistical support for up to 200 people, as well as set up, breakdown and cleanup plan for the event.

2. Communication, Branding and Digital Media support

· Provide up to three (3) LED screens with minimu size 75inch (preferably 85inches).

· Providing and designing digital artworks (social media artworks and video content) that will be projected on the LED screen and social media platform, this should be ready a week before the event. Content will be provided by the UNDP Team.

· Arrange for and provide livestreaming services for the entire event.

· Provide videography and photography services during the event and produce edited photos for sharing on our platforms, and a short highlight video (of up to 3 minutes) capturing key moments at the end of the day. The event manager should provide the raw files to UNDP at the end of the event.

· Provide at least 3 video clips featuring key messages related to the theme of the day from key speakers.

· Providing logistical support (including invitations and transport) to 10 mainstream media houses to ensure their coverage and broadcasting.

· Arrange for post-event media interviews to echo the event with the general public.

· Advise and provide appropriate logistical support for broadcasting and media coverage of the event.

· Coordinate media coverage during and after the event, and track the media coverage, providing a full report on coverage including radio/TV clips & copies of articles.

· Provide a giant check for the investees to hold up for the photos.

3. Participants Registration and post-event reporting

· Submit a post-event Final Report within 1 week after the event.

· Submit a comprehensive Media Monitoring report within one week of the event

· Provide an in-person registration desk with the necessary staff and digital registration modality that is efficient and quick.

· Administer a post-event digital survey.

4. Event Management and Coordination services

· Working closely with organizing team.

· The service provider will be responsible for any subcontracted pieces of work.

· The event manager will be responsible for the set-up, clean-up and logistical support before, during and after the event.

· DJ for soft appropriate background music during the booth visits

V. Timeframe

The actual event will last for half a day, but the whole ssignment will take up to 2 weeks. This timeframe includes pre-event planning, implementation, and post-event reporting.

Interested suppliers must submit their offer directly in the system as instructed in the solicitation document, following the instructions in the available user guide. 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 the 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.

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