Request for Quotation (RFQ): Event Organiser for the AI Outreach & Adoption Programmes 2026

Summary Scope of Work:

The appointed EO shall be responsible for delivering end-to-end event management services for two (2) sessions of Klinik AI: Bantu & Guna and two (2) sessions of AI Niaga Boost.

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

• Project Management & Overall Coordination
  • Serve as the main implementing agency for all operational aspects of the programmes.
  • Develop a comprehensive implementation plan, project timeline and risk mitigation plan.
  • Coordinate closely with NAIO throughout the planning and implementation stages.
  • Conduct regular progress meetings and status updates.
• Programme Planning & Coordination
  • Develop detailed programme flow and agenda.
  • Coordinate speakers, facilitators and programme partners.
  • Manage programme registration and participant engagement.
  • Prepare contingency plans to address operational and technical issues.
• Venue Management & Logistics
  • Source and coordinate suitable venues based on programme requirements.
  • Manage venue layout, registration areas, workshop spaces and consultation booths.
  • Coordinate event setup, dismantling and venue reinstatement.
• Technical Production & Audio-Visual (AV) Support
  • Provide complete audio-visual equipment and technical support.
  • Manage LED screens, projectors, sound systems, lighting and internet connectivity where required.
  • Provide on-site technical personnel throughout programme implementation.
• Event branding & Creative Design
  • Develop programme branding and creative materials in accordance with NAIO branding guidelines.
  • Design, produce and install event collaterals including backdrops, buntings, directional signage, registration counters, participant kits and other event materials.
  • Ensure all creative materials are reviewed and approved by NAIO prior to production.
• Programme Implementation Support
  • • Klinik AI: Bantu & Guna
      1. Coordinate AI consultation and advisory stations.
      2. Facilitate introductory AI demonstrations and awareness activities.
      3. Support community engagement activities focusing on AI awareness and AI safety. 
    • AI Niaga Boost
      1. Coordinate SME-focused workshops and hands-on training sessions.
      2. Support practical AI demonstrations and business use case presentations.
      3. Facilitate activities promoting AI adoption to improve business productivity and operational efficiency.
• Catering & Hospitality
  • Coordinate food and beverage arrangements for participants, speakers, facilitators and organising committee members where applicable.
• Photography, Videography & Post-Event Reporting
  • Provide photography and videography coverage.
  • Produce post-event reports, attendance records, participant feedback and programme highlights.
  • Submit all event documentation and digital assets upon programme completion.

Eligibility Criteria (Qualified vendors should have):

1. Have at least three (3) years of experience in organising conferences, workshops, roadshows or government/community engagement programmes.
2. Demonstrate experience in providing integrated event management services, including logistics coordination and audio-visual support.
3. Possess adequate manpower and project management capabilities to manage multiple programme sessions across different locations.
4. Have a proven track record in handling government agencies or public sector engagements (preferred).