Requests for Proposals for Conference Management Contractor
IntraHealth International
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Windhoek
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Requests for Proposals for Conference Management
Background
IntraHealth International is the Prime for the USAID contract entitled: Accelerating Support to Advanced Local Partners II (ASAP II). The goal of ASAP II is to build the capacity of local implementing partners (LIPs) to become successful USAID prime partners by meeting USG compliance standards and achieving PEPFAR performance and reporting requirements.
ASAP II will support two USAID conferences in Senegal or Cote d'Ivoire, and one in Namibia.
• USAID Co-creation workshop (Namibia)
• Date: TBD (June to September)
• Duration: 4 days
• Participants: 30 people (traveling from Nigeria (2) and the rest from southern Africa
• Travel: flights, airport transfer, lodging, per diem
• Meeting rooms, refreshments
• No interpretation/translation requirements
2.USAID West Africa Regional Local Partner Meeting (Senegal, Cote d’Ivoire)
• Date: Tentatively in August
• Duration: 5 days
• Participants: 125
• Interpretation/Translation English to French/French to English
• Travel: flights, airport transfer, lodging, per diem
• Meeting rooms, refreshments
• USAID G2G Meeting (Senegal, Cote d’Ivoire)
• Date: Tentatively in October
• Duration: 3 1/5 days
• Participants: 60
• Meeting rooms, refreshments
• No travel arrangements required
• No interpretation/translation requirements
Contract Requirements
• Contractor must have a Unique Entity Identifier (UEI), a USG requirement.
• Registration for in-person
• Make flight reservations and pay for flights
• Airport Transfers
• Lodging (where applicable)
• Conference Package
• Conference rooms for plenary and concurrent sessions (Please include total number of rooms available at venue and capacity for each room)
• Tea breaks
• Lunch
• Delegation Support
• Travel from within the West Africa region
• Lodging
• Per diem for delegates
• Conference agenda (TBD) to include:
• Daily plenary sessions in the morning for both in-person
• Daily concurrent sessions in the afternoon
9. Orientation for Plenary and Panelist Speakers
• Speaker rooms for presenters
• Simultaneous live Translators in English and French
• Live Polling
• Add live polling with set or ad hoc questions to sessions to gauge audience interest and receive instant responses to keep the discussion topical.
• View results in live charts.
• Analytics
• View the number of attendees in each session at any point.
• Monitor, record, and report on attendee engagement and locations, and overall statistics of individual sessions and the entire event.
• Track attendees against registration in real time
• Downloadable reports for each session and day
• Meeting Report
Budget
Please prepare a budget and a summary of costs associated with each contract requirement.
Proposal Due Date: March 31, 2023
Questions: Please email
Susan Melnyk, Strategic Communications Manager – USAID/ ASAP II smelnyk@asapproject.org
