Request for Quotation (RFQ) – Event Organiser for the Public Sector AI Nexus Challenge & AI Seminar 2026

Summary Scope of Work:

The appointed Event Organizer (EO) shall be responsible for delivering end-to-end event management services for both Event 1 (Preliminary Evaluation) and Event 2 (Final Pitching & AI Seminar 2026). The EO is expected to ensure seamless planning, coordination, execution, and post-event closure in accordance with government protocols, stakeholder requirements, and programme objectives:

• Project Management & Overall Coordination
  • Serve as the main implementing agency for all operational aspects of both events.
  • Develop a comprehensive project implementation plan, including master timeline, milestones, and risk mitigation plan.
  • Establish a dedicated project management team and secretariat for continuous coordination with NAIO, JDN, and stakeholders.
  • Conduct regular progress meetings, status reporting, and coordination sessions with the programme organising committee.
  • Ensure compliance with government procurement, protocol, and financial regulations throughout the engagement.
• Event Planning & Programme Design
  • Develop detailed programme flow, agenda structure, and session sequencing for both events.
  • Coordinate with NAIO/JDN for confirmation of speakers, judges, VIP participation, and session content.
  • Design evaluation session workflows, pitching formats, scoring mechanisms, and participant journey.
  • Prepare contingency planning for programme delays, technical failures, or last-minute changes.
  • Prepare participant kits, identification materials, name tags, and access credentials.
  • Ensure smooth onboarding, check-in, and crowd management during all sessions.
• Venue Management & Logistics Coordination
  • Coordinate full venue arrangements for both Event 1 and Event 2.
  • Manage spatial planning including:
    i. Registration counters
    ii. Evaluation rooms
    iii. Pitching halls
    iv. Seminar hall setup
    v. VIP holding rooms
    vi. Exhibition and networking areas
  • Oversee venue setup, layout design, seating arrangements, and traffic flow.
  • Ensure compliance with safety, accessibility, and protocol requirements.
  • Coordinate transportation logistics, loading/unloading, and site readiness.
• Technical Production & Audio-Visual (AV) Support
  • Provide full AV support for presentations, pitching sessions, and seminar delivery.
  • Install and manage:
    i. LED screens and projection systems
    ii. Sound systems and microphones
    iii. Stage lighting and effects
    iv. Digital backdrops and visual transitions
  • Support presentation management and live video switching (hybrid – if required).
  • Manage live scoring systems (if applicable), timers, and evaluation display tools.
  • Provide technical rehearsals prior to each major session.
  • On site support of technical crew throughout the programme.
• Event branding, Creative Design & Communication Materials
  • Develop the overall event branding and visual identity, including the event theme, creative concept, artwork, and design templates consistent with the branding guidelines of NAIO, JDN, and the Ministry of Digital.
  • Design, produce, install, and dismantle event branding materials, including:
    i. Main stage backdrop and stage design.
    ii. LED screen visuals and digital backdrops.
    iii. Welcome boards and registration backdrops.
    iv. Banners, bunting, pull-up banners, and standees.
    v. Directional signage, wayfinding signage, and venue information boards.
    vi. Registration counters, information counters, and branding panels.
  • Design and produce competition materials, including:
    i. Participant name tags and lanyards.
    ii. Judge and committee identification cards.
    iii. Certificates of participation, finalist certificates, and winner certificates.
    iv. Trophies, plaques, medals (if applicable), and appreciation tokens.
    v. Evaluation templates, judging score sheets, programme booklets, and briefing materials.
  • Prepare participant kits, which may include folders, notebooks, pens, programme schedules, event guides, evaluation materials, and other approved event collaterals.
  • Design, produce, and install exhibition materials, including:
    i. Exhibition booth structures and booth branding.
    ii. Exhibitor name panels and booth identification signage.
    iii. Exhibition information boards and display panels.
    iv. Product and solution showcase panels.
    v. Digital content and presentation materials for exhibition displays.
    vi. Interactive branding elements, where applicable.
  • Design and produce seminar materials, including:
    i. Seminar programme booklet and agenda.
    ii. Speaker profiles and session information.
    iii. Digital presentation templates.
    iv. Opening and closing ceremony visuals.
    v. Session title slides, lower-thirds, and transition graphics.
    vi. Presentation clickers and speaker support materials (where required).
  • Produce multimedia and promotional content, including:
    i. Opening video montage.
    ii. Event teaser and promotional videos (if required).
    iii. Session introduction videos.
    iv. Award ceremony visuals.
    v. Post-event highlight video.
    vi. Full-length event recording and digital asset repository.
  • Ensure all creative materials are reviewed and approved by NAIO prior to production and comply with government branding and protocol requirements.
• VIP, Protocol & Stakeholder Management
  • Coordinate VIP protocol arrangements including Ministerial and senior government officials.
  • Manage VIP seating arrangements, arrival coordination, and escorting protocols.
  • Liaise with protocol officers for ceremonial requirements.
  • Prepare VIP kits, briefing notes, and seating plans.
  • Ensure smooth execution of:
    i. Opening and closing ceremonies
    ii. Award presentations
    iii. Official photo sessions
• Catering & Hospitality Management
  • Coordinate full catering services for both events and rehearsal as per approved headcount.
  • Manage meal arrangements including:
    i. Breakfast, lunch, tea breaks, and dinners (events & rehearsals)
    ii. VIP hospitality requirements
  • Ensure dietary considerations and food safety compliance.
  • Manage hospitality flow, meal timing, and service efficiency.
  • Provide refreshments for working teams, judges, and secretariat.
• Awards, Tokens & Recognition Management
  • Coordinate procurement and distribution of:
    i. Winner trophies and plaques
    ii. Certificates for finalists and participants
    iii. Tokens of appreciation for speakers, judges, VIPs, and partners
    iv. Ministerial and VIP mementos
    v. Participant souvenirs and programme merchandise
  • Ensure proper presentation flow during the award ceremony.
  • Support stage management during award announcement and handover.
• Onsite Event Operations
  • Deploy full on-ground operational team during all event days.
  • Manage:
    i. Registration and attendance verification
    ii. Crowd flow and session transitions
    iii. Real-time troubleshooting
    iv. Timekeeping and programme adherence
  • Act as a central coordination hub between technical, protocol, and programme teams.
  • Ensure smooth execution of all parallel sessions and transitions.
• Media, Documentation & Post Event Reporting
  • Provide full media coverage including photography and videography.
  • Produce post-event reports including:
    i. Event highlights summary report
    ii. Attendance analytics
    iii. Photographs and videos.
    iv. Media coverage and publicity materials.
    v. Softcopy repository of all event assets and deliverables.
  • Deliver final event highlight video and digital asset repository.
  • Support media engagement and post-event publicity materials.
  • Ensure proper handover of all documentation, media assets, and materials.

Eligibility Criteria:

1. Have at least three (3) years of experience in organising conferences, seminars, exhibitions, or large-scale corporate or government events.
2. Demonstrate experience in providing integrated event management services, including technical production and audio-visual support.
3. Possess adequate manpower and project management capabilities to manage multi-day events.
4. Have a proven track record in handling government agencies or public sector engagements (preferred).