Services Required from an Event Management Firm Tender - 100087703

Procurement Summary

Country: Pakistan

Summary: Services Required from an Event Management Firm to Implement Investment Roadshow

Deadline: 30 Apr 2024

Posting Date: 17 Apr 2024

Other Information

Notice Type: Tender

TOT Ref.No.: 100087703

Document Ref. No.: RFQ-IPA-2024-035

Competition: ICB

Financier: United States Agency for International Development (USAID)

Purchaser Ownership: Public

Tender Value: Refer Document

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Tender Details

Quotation are invited for Services Required from an Event Management Firm to Implement Investment Roadshow
1

Hotel Room Reservations

1st Group (4 Individuals - Single

Rooms)

San Francisco (Sf) Financial

District

Or

Palo Alto

Three (3) Nights (July 7-10, 2024) -

Ipa-S Maximum Ceiling for Sf for

Each Room is 270 Usd Inclusive of

Tax Per Night and 245 Usd for Palo

Alto. Firms Need to Propose

Options within this Range.

*Firms to Provide Options for Both

Sf and Palo Alto*

New York City (Nyc) - 3 Nights

(July 10-13) - Ipa-S Maximum

Ceiling for Nyc for each Room is

225 Usd Inclusive of Tax Per Night.

Firms Need to Propose Options

Within this Range.

The Rooms should be Single

Occupancy Deluxe Rooms with

Double Beds or Equivalent in a 3-5-

Star Hotel or Equivalent with

Complimentary Breakfast

The Rooms should be in the Same

4

Rooms

Rfq No. [Rfq-Ipa-2024-035]

Page 7 of 15

Globalqms Id: 879.7, 15 September 2022

Venue as the Event and/or in Close

Proximity to the Venue.

Event Management Firm is

Required to Provide at Least Three

Hotel Options along with Hotel Links

And Related Photographs in

Quotations.

The Event Management Firm will

Need to Select Hotels that Allow for

Room Cancellation without Penalty

If Done 48 Hours Prior to Check in.

In the Event of Cancellation within

The 48-Hour Period, the Hotel

Should only Charge for the First

Night of the Entire Booking.

2

Hotel Room Reservations

2nd Group (50 Individuals - Single

Rooms)

San Francisco (Sf) Financial

District

Or

Palo Alto

Two (2) Nights (July 8-10, 2024) -

Ipa-S Maximum Ceiling for Sf for

Each Room is 270 Usd Inclusive of

Tax Per Night and 245 Usd for Palo

Alto. Firms Need to Propose

Options within this Range.

*Firms to Provide Options for Both

Sf and Palo Alto*

New York City (Nyc) - 3 Nights

(July 10-13)

Ipa-S Maximum Ceiling for Nyc for

Each Room is 225 Usd Inclusive of

Tax Per Night. Firms Need to

Propose Options within this Range.

The Rooms should be Single

Occupancy Deluxe Room with

Double Beds or Equivalent in a 3-5-

Star Hotel or Equivalent with

Complimentary Breakfast.

The Rooms should be in the Same

Venue as the Event and/or in Close

Proximity to the Venue.

Event Management Firm is

Required to Provide at Least Three

Hotel Options along with Hotel Links

And Related Photographs in

50 Room

Rfq No. [Rfq-Ipa-2024-035]

Page 8 of 15

Globalqms Id: 879.7, 15 September 2022

Quotations.

The Event Management Firm will

Need to Select Hotels that Allow for

Room Cancellation without Penalty

If Done 48 Hours Prior to Check in.

In the Event of Cancellation within

The 48-Hour Period, the Hotel

Should only Charge for the First

Night of the Entire Booking.

3

Hotel Room Reservations

3rd Group (15 Individuals - Single

Rooms)

Washington Dc

- 2 Nights (July 13-15)

Ipa-S Maximum Ceiling for

Washington Dc for each Room is

176 Usd Inclusive of Tax Per Night.

Firms Need to Propose Options

Within this Range.

The Rooms should be Single

Occupancy Deluxe Room with

Double Beds or Equivalent in a 3-5-

Star Hotel or Equivalent with

Complimentary Breakfast

Event Management Firm is

Required to Provide at Least Three

Hotel Options along with Hotel

Website.

The Event Management Firm will

Need to Select Hotels that Allow for

Room Cancellation without Penalty

If Done 48 Hours Prior to Check in.

In the Event of Cancellation within

The 48-Hour Period, the Hotel

Should only Charge for the First

Night of the Entire Booking.

15

4

Book Venues (Event Halls/Rooms)

For Pakistan Investment

Roadshow

The Event Venues should Ideally be

At the Same Hotels Where the

Delegation will be Staying.

However, if Different, should be in

Very Close Proximity to One Other

(a Few Blocks) .

1- Tuesday, July 9, 2024 (for

Entire Day)- Tuesday for

San Francisco (Financial

District) or Palo Alto.

*Firms to Provide Options for Both

2 Days Venue

Rfq No. [Rfq-Ipa-2024-035]

Page 9 of 15

Globalqms Id: 879.7, 15 September 2022

Sf and Palo Alto*

2- Friday, July 12, 2024 (for

Entire Day)-for New York

City

Book Event Venues at 5-Star

Hotels/Facilities with Outstanding

Ambiance and Repute. The

Halls/Rooms should be Able to

Accommodate Approximately 150

Individuals with Roundtable Seating

(6-7 Persons Per Table). Final

Confirmed Number of Participants

(can be below 100) to be

Communicated 2-3 Days Prior to

The Event. The Name and Relevant

Features Options along with Photos

Should be Shared along with

Quotations.

Please Share Multiple Options for

San Francisco/Palo Alto and New

York City for Consideration of

Different Price Options.

Auxiliary Requirements for each

Event in San Francsico and New

York City

• Smd Screen (24 Feet by 12

Feet). To be Placed on a 2-Foothigh Stage (28 Feet by 16 Feet).

Presentations to Run on the

Smd Screens will be Provided

By Ipa.

• Two Small Comfort Monitor

Screens (One to Screen

Presentations and the Other to

Show a Timer)

• 8 Digital Standees

• Ambient Lighting for Venues

• Sound System with 6 Cordless

Mics

• Podium with Mic

• High-Speed Internet Access for

Participants

• Printed Agenda Tents for each

Table (One Per Table)

Each Venue must Include Access to a

Half-Day Running Bar (Hot and Cold

Nonalcoholic Beverages) and an

Assortment of Halal Edibles

Throughout Event. Each Table must

Include Water Bottles, Writing Pad password) for high-speed internet.

5

Networking Reception/Dinner -

right after the main event.

Tuesday, July 9, 2024

in San Francisco (financial district)

or Palo Alto.

*Firms to provide options for both

SF and Palo Alto*

Friday, July 12, 2024

In New York City

This dinner will take place at the

same hotel as the event for a

minimum of 100 persons. Final

confirmed numbers (which can be

above 100) to be communicated 2-

3 days prior to the event. Dinner

should include:

• Non-alcoholic beverages

• Buffet dinner with only Halal

food options.

• Desserts

• Firms to provide indicative

menus.

100

Documents

 Tender Notice