Scope of Work

The selected firm shall provide comprehensive end-to-end event management and branding services for each location. Services include, but are not limited to, the following:

1          Event Planning & Management

•           Develop a comprehensive, Event Management Plan covering all logistical, operational, and contingency dimensions.

•           Prepare detailed event run-of-show schedules, stakeholder engagement plans, and communication protocols.

•           Design venue layout, stage configuration, traffic flow, and production setup in coordination with UNDP and the host institution.

•           Provide and manage all technical production requirements: stage, lighting, sound systems, audiovisual equipment, and interpretation services where applicable.

•           Coordinate guest management, RSVP processes, VIP/protocol handling, ushering, and security liaison.

•           Ensure adequate catering, hospitality, and accessibility arrangements for all attendees, including persons with disabilities.

•           Develop and implement a comprehensive risk management and contingency plan for each event.

•           Provide on-site event coordination and supervision throughout set-up, event day, and breakdown.

2          Branding & Creative Production

•           Develop an event concept, creative theme, and mood board that aligns with UNDP branding guidelines and the UniPods programme identity.

•           Design and produce all branded materials and installations, including: banners, backdrops, roll-up stands, podium branding, directional signage, branded stationery, event programmes, lanyards, and giveaways.

•           Ensure strict adherence to UNDP-provided specifications for dimensions, colours, typography, logo placement, and materials. No deviations shall be made without prior written approval from UNDP.

•           Procure and install all branding elements at the venue no later than 24 hours before the event.

3          Media & Communications

•           Develop and execute an event visibility and media engagement plan, including press invitations and media accreditation.

•           Provide professional photography and videography coverage of the event; deliver edited, high-resolution photo and video content to UNDP within 5 business days post-event.

•           Support live social media coverage and digital content creation during the event, aligned with UNDP‘s communications guidelines.

•           Coordinate with UNDP‘s communications team on any pre-event and post-event press releases or media engagements.

4          Sustainability & Responsibility

•           Implement waste reduction and responsible procurement practices, prioritising eco- friendly, locally sourced materials wherever feasible.

•           Minimise single-use plastics and ensure proper disposal and recycling arrangements at the venue.

•           Where possible, engage local vendors, suppliers, and community members to support local economic impact.

5          Post-Event Reporting

•           Prepare and submit a comprehensive Post-Event Report within 7 calendar days of each event, covering: attendance figures, stakeholder profiles, media reach and coverage, financial summary, lessons learned, and recommendations.

•           Provide a complete handover of all branded materials, media assets, and documentation to UNDP upon assignment completion.