Event Management Firm for the Coordination and Execution of RD’s Visit

Scope of Work

The Event Management Firm shall provide the following services:

A. Media Launch of 23 Mini-Grids in Nigeria under the Africa Mini-Grid Programme (AMP)

Date: 2 July 2026

Venue: UN House Auditorium, Abuja

Expected Attendance: 100 Participants

Scope of Services: Event Design and Branding

·       Develop event branding concept aligned with UNDP visibility guidelines.

·       Design and install:

                                           i.         Event branding materials

Audio-Visual Production

·       Professional sound system

·       Wireless microphones

·       Event lighting

·       Technical support throughout the event

Catering

·       Provision of high-quality finger foods and refreshments for 100 participants

·       Service personnel and catering setup

Event Management

·       Event coordination team

·       Ushers and registration personnel

·       Guest management and protocol support

B. High-Level Welcome Dinner

Date: 29 June 2026

Venue: Residence of the Resident Representative

Expected Attendance: 20 High-Level Guests

Scope of Services: Venue Setup

·       Outdoor covered luxury tent

·       Ambient decorative lighting

·       Installation and dismantling

Furniture

·       Twenty (20) VVIP chairs

·       One (1) VVIP dining table for 20 guests

·       Cocktail tables

Décor

·       Premium tablecloths

·       Floral centerpieces

·       Bouquets

·       Decorative potted plants

·       Ambient décor

Comfort and Ambience

·       Air-conditioning units

·       Lighting and electrical setup

Event Management

·       Event host coordination

·       Guest reception and protocol support

C. Breakfast Meeting with Diplomatic Corps

Date: 1 July 2026

Venue: Transcorp Hilton Abuja

Scope of Services: Room Decoration and Setup

·       High-level diplomatic meeting décor

·       Floral arrangements

·       Table settings

·       Registration and welcome area setup

·       Branding elements in line with UNDP guidelines

Event Coordination

·       Guest reception and protocol management

·       Onsite coordination and troubleshooting

D. Women Leaders Networking Reception at Zuma Grill

Date: 30 June 2026

Expected Attendance: 35 Participants

Scope of Services: Event Materials

·       Design and production of:

·       35 personalized name tags

·       Floral arrangements

·       Table décor

Event Coordination

·       Registration management

·       Participant support

·       Event setup and management

E. Staff Town Hall / Staff Meeting with Regional Director

Date: 30 June 2026

Scope of Services: Event Production

·       Production of commemorative photo book for staff signing

·       Staff signage and welcome displays

Photography Experience

·       Professional photo booth

·       Instant photo printing (where required)

·       Branded photo backdrop

Branding

·       Two (2) branded backdrops

·       Four (4) pull-up banners

Media and Content Production

·       Professional photographer

·       Videographer

·       Content creator

·       Production of event highlights video

·       Short social media clips

·       Event documentation

Media Support

·       Media personnel coordination

·       Press support and coverage management

4. Key Deliverables

The Event Management Firm shall provide:

Pre-Event Deliverables

·       Detailed event implementation plan

·       Event concepts and designs

·       Production schedule

·       Venue layout plans

·       Branding mock-ups

·       Staffing plan

Event Deliverables

·       Complete setup and management of all five events

·       Provision of all approved event materials and infrastructure

·       Event logistics coordination

·       Photography and videography services

Post-Event Deliverables

·       High-resolution photographs

·       Edited highlight videos

·       Raw video footage

·       Event documentation report

·       Media coverage report

·       Inventory reconciliation report