RFP- National Consultation

Handicap International (HI)

Apply by: 03 Sep 2026

REQUEST FOR PROPOSAL (RFP)

Engagement of Event Management Agency / Eligible NGO or CSO with demonstrated event management and stakeholder engagement capacity at national level

Procurement Method: Request for Proposal (RFP)

Contract Type: Service Agreement

Contract Duration: one-time - 1 Month

Proposed Event Date: 25 September 2026

Event Duration: Half-day, one-time tea/coffee, cookies, concluding with lunch

Expected Participation: Approximately 100 participants

Type of Service Provider expected: Event Management Agency/ Eligible NGO or CSO with demonstrated event management and stakeholder-engagement capacity

1. Background

Handicap International (HI), in partnership with Society for Action in Disability and Health Awareness (SADHANA), EKTA and Shanta Memorial Rehabilitation Centre (SMRC), is implementing the European Union-funded action in six districts of Odisha.

The project recognizes that marginalized communities often experience multiple and intersecting barriers that limit their meaningful participation in local governance and access to public services, government schemes and entitlements. The project therefore promotes an intersectional and rights-based approach that strengthens the capacity of CSOs and community groups to represent the participations and priorities of marginalized populations and engage constructively with local governance institutions

Through implementation, the CSOs and community groups have developed and demonstrated a range of good practices, innovative approaches and community led solutions related to inclusive governance, community participation, access to government services and entitlements, disability inclusion, gender equality, community leadership, CSO-government engagement and evidence-based collaboration & Consultation. These experiences provide valuable practical evidence and lessons that can inform future programming, policy implementation and collaboration & Consultation beyond the project districts.

As part of the activity, HI will organize a half-Day National Stakeholder Consultation on Promoting Intersectional Inclusion in Local Governance through Civil Society Good Practices (Collaborative actions initiated at national level) in New Delhi to provide a platform for sharing and disseminating these grassroots experiences and good practices with a wider national audience. The consultation will bring together relevant civil society, government, community, development, academic and private-sector stakeholders to reflect on the lessons emerging from the project and explore opportunities for replication, adaptation and scaling of successful approaches.

The event will bridge grassroots practice and national-level dialogue by bringing community generated evidence, good practices and lessons from the project into conversation with wider policy, programming and institutional perspectives on intersectional inclusion and inclusive governance.

The event will provide a platform to connect grassroots evidence and experience with national policy, institutional, academic, development and private-sector perspectives.

The proposed event theme is: “Strengthening Intersectional Inclusion in Local Governance: Promoting Community-led Good Practices, Partnerships and Policy Dialogue ”

The event will include an inaugural/keynote session, panel discussions, expert contributions, stakeholder interaction, closing session and networking lunch.

2. Purpose of the RFP

HI invites proposals from experienced and professionally competent event management agencies, organisations, companies, NGOs or CSOs to provide end-to-end event management, stakeholder mobilisation, speaker/panel management, logistics, protocol, accessibility, communication and event documentation services for the National Stakeholder Consultation.

The selected service provider will work closely with the designated focal person/team of HI and will be responsible for ensuring that the event is professionally planned, strategically positioned, inclusive, accessible and successfully delivered.

The selected agency is expected to bring not only event management expertise but also the ability to engage with senior government officials, ministries/departments, elected representatives/ministers and to adapt all the protocols. The agency will engage private-sector and CSR representatives, development organisations, academic institutions, experts and civil society organisations.

3. Objectives of the Assignment

The objectives of the assignment are to:

Ensure professional end-to-end planning and execution of the national consultation.

Mobilize and facilitate participation of high level and relevant stakeholders.

Support identification and engagement of appropriate speakers, panellists, moderators and experts.

Facilitate participation of relevant Government of India ministries/departments, and senior officials, subject to their availability and approval.

Facilitate engagement with private-sector organisations, industry bodies and CSR stakeholders.

Ensure that the event is fully accessible and inclusive for person with disabilities and other participants requiring reasonable accommodation.

Manage speaker/panelists logistics, local transportation, honoraria and other approved payments.

Provide event branding, production, audio-visual and stage-management services.

Ensure high-quality event documentation, photography, videography and post event reporting.

Support in learning and networking outcomes of the consultation.

4. Scope of Services

The selected agency will provide comprehensive services covering the following areas:

Stakeholder Identification and Mobilisation: This will be a key component of the assignment.

The agency shall, in close consultation with HI will mobilise:

Government Stakeholders: Identify and support invitations to relevant Government officials/ministries

Private Sector and CSR : The agency shall identify and facilitate engagement with CSR foundations and CSR heads, Industry associations, Business networks, Companies working on disability inclusion, gender equality, livelihood, skilling and inclusive development,

Academia and Experts: The agency shall identify and facilitate participation of Research institutions, Subject-matter experts, Researchers and policy experts

Civil Society and Development Sector : The agency shall support participation of relevant Networks and alliances working on disability, gender, inclusion, governance and social development.

Media engagement and social media contents

Speaker, Panellist and Moderator Identification: The agency shall support HI in identifying and securing suitable speakers, panellists and moderators. The agency shall:

Propose potential speakers/panellists/moderators.

Provide profiles and rationale for proposed individuals.

Coordinate availability.

Send invitations upon HI approval.

Follow up with invitees.

Coordinate briefing of speakers/panellists/moderators.

Collect biographies, photographs, designations and presentation materials.

Prepare speaker briefing notes where required.

Coordinate travel and accommodation.

Manage honoraria where applicable.

Coordinate protocol and reception.

Ensure speakers are properly briefed before the event.

Final selection of speakers, panellists and moderators will be made by HI in consultation with the selected agency.

Programme and Session Management: The agency shall work closely with HI to finalise the event flow, agenda, session structure and conduct the sessions as per approved agenda. The agency will support in drafting a Registration of participants, Detailed event agenda; Session sequencing; Time management; Moderator briefing; Speaker briefing; Panel preparation; Question-and-answer management; Audience interaction; Stage management; Speaker int