Services Required from an Event Management Firm to Implement Investment Roadshow Tender

Procurement Summary

Country : Pakistan

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

Deadline : 30 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

Purchaser's Detail

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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