Event Management Services Provider

with The Asia Foundation
This job has already passed the closing date
Invitation for Bids

BTDC-ID: 32638
Closing Date:
 
Bid Components
Event Management Services Provider

Announcement Description

The Asia Foundation is a nonprofit international development organisation committed to improving lives and expanding opportunities across Asia and the Pacific. Informed by 70 years of experience and deep local knowledge, our work is focused on governance, climate action, gender equality, education and leadership, inclusive growth, and international cooperation.

With support from the Australian Department of Foreign Affairs and Trade (DFAT), The Asia Foundation is implementing the Ponlok Chomnes II: Data and Dialogue for Development in Cambodia Program between July 2023 and June 2027. The goal of Ponlok Chomnes II is that public policy decisions, based on evidence and informed by inclusive dialogue, are operationalised and become the norm in Cambodia. The achievement of this goal will be measured by one End of Program Outcome (EOPO), which is “by 2027 select public policy processes involve inclusive dialogue and are informed by diverse and credible evidence.”

The Ponlok Chomnes Program is seeking various service providers (individuals or organisations) to support the Program in the following areas:

Bid Components

Event Management Services Provider

  • Category: Consultancy, Expression of Interest
  • Location: Phnom Penh

RESPONSIBILITIES OF THE SERVICE PROVIDER

Event and forum preparations:

  • Selection of venue and venue setup
  • Propose the ICT requirements based on the event scale
  • Press and printing options
  • Arrange the photographer and videographer to cover the event
  • Selection of accommodation based on the event requirements
  • Administration support to run the events
  • Travel arrangements based on event requirements
  • Resource management to support the event
  • Co-create events that provide an environment that fosters meaningful participation and interaction among stakeholders from government, non-government organizations, and marginalized communities
  • Provide efficient and timely logistical support
  • Ensuring facilities—such as the forum venue, IT resources, stationery, and catering—meet the event standards (selected sessions may be recorded)
  • Support the creation of event/forum promotional materials (e.g., banners, brochures, social media content)
  • Manage invitations and participant registration, ensuring representation from diverse stakeholder groups, including marginalized communities
  • Ensure the event is inclusive and accessible to all participants, including those with disabilities, by incorporating relevant facilities and services (e.g., ramps, sign language interpreters).

During the event/ forums:

  • Oversee all logistical arrangements during the event, including venue setup, technical support, interpretation, and participant assistance.
  • Capture photos and videos of the event’s key moments and participants with their consent.
  • Ensure the smooth operation of sessions, exhibitions, and networking activities.
  • Provide staff to handle registration, event flow, and troubleshooting as needed.
  • Document key discussions, questions, and suggestions raised during the event.
  • Assist with the collection of participant feedback through surveys or interviews.

Bidder Eligibility

  • QUALIFICATION
  • The Events Management Agency must have prior experience in the following:
  • A demonstrated experience in events management and support, which may also include scheduling lodging/travels for event participants and guests.
  • Proven expertise in graphic design, animation and branding of high-profile events, including the development and placement of event branding materials in the venue.
  • Proven track record in successful organisation and management, and content development of physical and online events such as conferences, webinars, digital campaigns and round table debates.
  • Documentation to demonstrate that the events management agency meets the qualification requirements should be provided.
  • Demonstrate an understanding and experience of security protocols during events.
  • Understanding and experience of accessibility aspects - making events and materials accessible
  • Highly motivated and experienced in coordinating and planning events at national and subnational levels.
  • Excellent administration, organizational, and time management skills.
  • Excellent teamwork and participatory process skills.
  • Use of cutting-edge technological solutions for events and showcasing creative skills.
  • Good communication skills at all levels and with different types of stakeholders.
  • Good command of Khmer and English.

Submission Requirements

To apply for this service, you are requested to submit the following:

A proposal includes:

  • The company profile
  • Samples of previous works or events (event themes, banners, backdrops, infographics, booklets)
  • Previous experiences and clients
  • Organising team profile
  • An explanation of how the company would approach these kinds of events
  • Preparation period for national and provincial forums, and others

A budget breakdown (proposed service fee and estimated budget forum organisation costs)

Please submit your application to email provided in the contact details.

Applications should be submitted by 15 January 2025 at 5:00pm local time with the subject line: “Provision of Event Management Services.”

 
Attachment
 

Contact Details

Office Address
  •  Head Office Address - House # 59, Street 242 – Oknha Peich, Sangkat Chakto Mukh, Khan Doun Penh, Phnom Penh, Cambodia
 
Contact Name
  •  The Asia Foundation
 
Email