Request for Quotation for Hiring a Local Event Management Company for the African Young Women Leaders Tender at United Nations Development Programme (UNDP)

The United Nations Development Programme (UNDP) Rwanda invites qualified national event management firms to submit proposals for the provision of comprehensive event management services for the African Young Women Leaders (AfYWL) Fellowship Programme Leadership Training, scheduled to take place in Kigali, Rwanda, from 10 to 14 November 2025.

The selected firm will be responsible for the overall planning, coordination, and delivery of the event, ensuring a seamless experience that reflects the high standards and visibility of the AfYWL Programme, a flagship joint initiative of the UNDP and the African Union Commission (AUC).

The scope of work includes, but is not limited to, the following:

1. Pre-event preparation, including venue assessment, layout and staging design, coordination with the venue and UNDP, and submission of an event implementation plan.
2. Production and installation of high-quality branding and signage materials, such as stage backdrops, banners, digital totems, LED screens, podium branding, directional signage, and printed name badges with lanyards.
3. Design, printing, and delivery of event materials, including notebooks, brochures, agendas, folders, branded bags, pens, and other visibility items in line with UNDP and AfYWL branding guidelines.
4. Logistical coordination, covering setup of plenary and breakout rooms, seating arrangements, décor, lighting, sound, and audio-visual equipment.
5. On-site management during the event, including ushering, guest reception, protocol coordination for VIPs, and technical supervision (sound, lighting, and stage management).
6. Post-event support, including dismantling, collection, and handover of branded materials to designated UNDP staff.

Interested and qualified firms are invited to review the detailed Terms of Reference (TOR) and submit their technical and financial proposals in accordance with the requirements provided. Proposals must include a company profile, portfolio of previous assignments, references from past clients, and a comprehensive cost breakdown. 

Offers are submitted 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 Rwanda

PROCUREMENT UNIT

Procurement Process

RFQ - Request for quotation

Office

UNDP-RWA - RWANDA

Deadline

14-Nov-25 @ 07:45 AM (New York time)/14:45 (kigali time)

Published on

03-Nov-25 @ 12:00 AM (New York time)

Reference Number

UNDP-RWA-00302

Contact

Nadine Umuhire - procurement.rw@undp.org

This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.

If you already have a supplier profile, please access the negotiation using quicklink or please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-RWA-00302, following the instructions in the user guide.