Overview

USAID SEGAR is seeking an experienced event organizer to coordinate and manage a full-day Orangutan Symposium scheduled for December 10, 2024. The event aims to bring together 100 – 150 participants, including, Indonesian government representatives, conservation experts, researchers, NGOs, to discuss advancements and strategies in orangutan conservation and habitat preservation.

The selected vendor will be awarded through a Purchase Order (PO) based on their ability to demonstrate a comprehensive understanding of orangutan conservation, previous experience in organizing large-scale events, and a competitive financial proposal.

Scope of Work and Deliverables

The Event Organizer will be responsible for the complete execution of the symposium, ensuring a seamless and impactful event that aligns with USAID SEGAR’s mission and objectives.

Event Planning and Management

• Venue Selection – identify and book an appropriate hotel with facilities to accommodate 100 – 150 participants, ensuring space for plenary and breakout sessions. Focus in Jakarta area.
• Event Agenda – develop and manage a detailed event rundown, ensuring effective time management for speakers, panel sessions, and networking.
• Lodging and Transportation – arrange accommodations for out-of-town attendees and coordinate transportation as needed.

Proposal Submission

• One page – conceptual approach to the event, showcasing a clear understanding of orangutan conservation themes.
• One page – financial proposal including venue, catering, lodging, transportation and honoraria for speakers (inclusive management fee).
• Documentation of past experience with large-scale, environmentally focused events, particularly those related to orangutan or wildlife conservation.

Award Mechanism

The selected vendor will be awarded through a Purchase Order (PO) with payment structured in a maximum of two installments:

• Initial – upon signing the PO and submission of an approved event plan, venue confirmation, and initial logistical arrangements.
• Final – upon successful completion of the event and submission of final documentation, including financial reports, participant feedback, and other deliverables as outlined in the agreement.

How to Apply

Interested vendors are requested to submit their two-pages proposal, covering both the technical and financial breakdown to [email protected]. Subject: “Proposal RFQ 062 – yourcompanyname”.

Please submit your proposal no later than November 8, 2024, as we are engaged in a rapid procurement process. Proposals will be reviewed on a rolling basis, and early submissions may lead to an expedited selection.