RFQ-Turnkey Event Management Services for the UNFPA Malaysia Day Showcase Event

Turnkey Event Management Services for the UNFPA Malaysia Day Showcase Event.

UNFPA Malaysia is seeking an experienced, turnkey event management company to facilitate the physical venue sourcing, production, coordination, and live operations of a high-visibility, 2-day flagship exhibition and showcase event in Kuala Lumpur.

Service Requirements / Terms of Reference (ToR)

1.0 Background Information

1.1 About the Showcase Event

UNFPA in Malaysia historically operates within public sector and civil society circles. As Malaysia navigates advanced demographic challenges as an upper-middle-income nation, our objective for holding this flagship event is as an experiential & information driven engagement. Our aim is to rationalise, narrate and provide tangible perspectives on UNFPA’s role in Malaysia over the past 53 years and the direction that we are headed towards today (in partnership with Malaysia). We aim to expand the rationale of our role in Malaysia’s developmental journey and to bring in new partnerships from across the corporate, public, academic and public sectors.

The event anchors global rights-based human narratives directly to the spirit of nation-building and population development, celebrating over 53 years of UNFPAs partnership with Malaysia (since 1973).

The overriding narrative is all about providing rights-based narratives on Malaysia’s journey towards the achieving 2030SDGs, through a population development lens. We aim to show how with a life-cycle approach to population development, we are able to transform broad population insights into a holistic understanding of how we as a people and community live, age, and thrive.

The primary feature of this event will be a specialised experiential gallery that UNFPA is developing - that helps to outline and narrate the agencys role in Malaysia journey - and how via an integrated “life-cycle” approach we can navigate towards a resilient future where no one is left behind.

Event Title: Bayang dan Cahaya: Melakar Layar Masa Depan Bersama (Of Light and Shadows: Sketching Our Shared Future)

Timeline: Mid-September 2026 (Strategically tied to Malaysia Day - 16th September)

Duration: 2 Days

Day 1: Private Corporate, VIP, & Resource Mobilisation Day (2:00 PM – 5:00 PM; Max 250 Pax)

Day 2: Open to Public / Public Advocacy Day (Full Day)

1.2 Rationale & Approach (The experiential journey)

The two day event aims to bring together stakeholders, corporate leaders, multinational representatives, GLC’s, government agencies as well as academics (Especially on day 1).

At the reception and registration lobby guests will be able to not only take engaging social media pictures - but they can get an introduction to UNFPA (who we are and what we do) via various event collaterals.

Having Registered, in order to get to the main event area - guests will journey through an interactive gallery - that utilises and combines traditional forms of storytelling with modern media treatments - outlining the life-cycle approach to population development. Each frame will be Interspersed with connectors and explainers - derived from UNFPA Mandates. The gallery will feature up to (max of 7 frames) with connectors and explainers in between. (note - the gallery development & production will be handled by a separate vendor)

Once through the gallery, guests will then take their seats in the main event area - where official proceedings will start - with welcome & keynote speeches from VIPS. Other features on stage will include up to 2 entertainment/artistic expression slots - as well as a featured live UNFPA “Population Counts podcast” - which include a prominent Malaysian celebrity/public figure.

Guests will also be treated to a refined high-tea gathering - while they network and find out more about potential working collaborations and areas of cooperation with UNFPA in Malaysia.

1.3 Event tentative Programme

Day 1: Private Corporate & VVIP Day (2:00 PM - 5:00 PM)

Strictly for invited guests. The objective is high-level networking, establishing utility, and identifying projects for partnerships and collaboration.

Time Segment

02: 00 PM

Arrival & Registration of Guests.

02: 15 PM

Guided Gallery Tour for VVIPs

02: 45 PM

Welcome Note

02: 55 PM

Keynote Speech

03: 05 PM

VVIP Special Address

03: 15 PM

Opening Special Performance 1

03: 30 PM

Networking Tea & Media Conference

03: 50 PM

Special Performance 2

04: 00 PM

Live "Population Counts" Podcast

04: 40 PM

Closing Speech

04: 50 PM

Adjournment and networking.

Day 2: Public Advocacy Day (Full Day)

The exhibition opens entirely to the Malaysian public, focusing on advocacy, awareness, and civil society engagement via the gallery experience

2.0 Scope of Work & Deliverables The selected event management company will act as a turnkey partner, directly reporting to and coordinated by UNFPA in Malaysia’s Strategic Communications Agency. The contractor will take total charge of the physical execution, setups, and running of the 2-day event space.

The technical specifications include, but are not limited to, the following components:

2.1 Venue Sourcing & F&B Coordination (2 Days)

Contacts

Links

UNSPSC codes

Email address:

[contact details removed]

Surname:

Seira

Link Description

https://estm.fa.em2.oraclecloud.com/fscmUI/redwood/supplier-registration/register-supplier/register-supplier-verification?id=TUW16eK6r8fz48dOxgnKMoYCOHny7FmchTkUI7G70VWWGQCsTxv4SKBqpw%3D%3D Supplier Registration

https: //procurement-notices.undp.org/sharepoint/login.cfm

Please click on this link before accessing the Negotiation Document(s) link

https://undp.sharepoint.com/sites/Docs-Public/Procurement/Forms/AllItems.aspx?env=Embedded&isAscending=false&FilterType1=Text&sortField=Modified&FilterField1=NegotiationNumber&FilterValue1=UNFPA-MYS-00001 Negotiation Document(s)

https: //procurement-notices.undp.org/view_negotiation_dlink.cfm?nego_id=47973

Direct link to Quantum Negotiation

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J - Services

80000000 - Management and Business Professionals and Administrative Services

80140000 - Marketing and distribution

80141600 - Sales and business promotion activities

80141607 - Events management