Procurement of Meeting Venue for Global Annual Meeting GEF8 BGI 30Nov–4Dec

UNDP kindly requests your best Quotation for Meeting Venue and Hotel Accommodations for the Inaugural Global Annual Meeting GEF-8 Blue and Green Islands Integrated Programme (BGI), Mahé, Seychelles, November 30 – December 4, 2026 No. Service Minimum requirements

1. Accommodation Services Accommodation costs for up to 75 in-house guests. Guests will be responsible for booking and paying directly for their accommodation. Hotel to confirm preferential rate for the duration of the conference.

2. Main plenary meeting room A meeting room that can accommodate 100 participants for 3.5 days, banquet-style seating arrangements. Please refer to Annex 1 Main Plenary and Breakout Rooms Arrangement.

3. Coffee breaks and lunches Two daily coffee breaks and one lunch per day for 3.5 days for approximately 100 participants. Provide mixed savory/sweet options, healthy choices, fruit, and clearly labeled food items and potential allergens (including but not limited to nuts, dairy, gluten, shellfish, soy, and eggs). Accommodate dietary requirements (including vegan options).

4. Break-out rooms (preferable 2) A minimum of 02 Break-out rooms that can accommodate 30-40 participants each for 3.5 days. Please refer to Annex 1 Main Plenary and Breakout Rooms Arrangement.

5. Cocktail Reception Cocktail Reception on [date TBC], for approximately 100 participants, including cultural exchange elements (for example local cuisine and drinks (traditional Seychellois dishes, snacks, or drinks, with small labels or short explanations); Cultural décor and ambiance (use of local materials, crafts, or themes in the setup), as feasible). The cocktail should include diverse “finger food” options, clearly label allergens, and accommodate dietary requirements (including vegan options).

6. AV equipment & technical support All AV equipment (Wireless internet / Wi-Fi access points, Large LED screen or projection screen, Data projector or LED display, Wireless presentation clicker/remote, laptops, printers) and technical support throughout the event.

Interested suppliers must submit their offer directly in the system as instructed in the solicitation document, following the instructions in the available user guide. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in the UNDP website: https://www.undp.org/procurement/business/resources-for-bidders . Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

Search for the specific tender using search filters and subscribe to the tender in order to get notifications in case of amendments of the tender document. If you need support with the online system, you can contact the contact details of this tender as indicated in the solicitation document.

UNDP OFFICE-Seychelles PROCUREMENT UNIT