The scope of this engagement covers all event management activities from contracting through post- event wrap-up, including but not limited to:
• Pre-event planning, vendor sourcing, and stakeholder coordination
• Two Marquee erection, venue dressing, staging, and zone configuration within the SMEDAN Compound, Idu
• Technical production: audio-visual systems, sound, lighting, stage management, marquee infrastructure, air-conditioning systems, power distribution, standby generators, power redundancy arrangements, technical command and control, and all related venue infrastructure necessary for uninterrupted event delivery.
• Ceremonial production: preparation of the groundbreaking point; procurement and staging of ceremonial items (branded shovels, safety helmets, site vests, satin ribbon, ceremonial scissors, white gloves, commemorative plaque); drape rigging and release for the signboard unveiling
• Accessibility provisions: step-free access and circulation, ramp access to stage, reserved accessible seating and parking, accessible restrooms, and staging position for on-stage sign language interpretation
• Guest and VIP management: registration and accreditation, ushering, protocol coordination for ministers, ambassadors, development partner principals and other high-level dignitaries; liaison and coordination with UNDSS, SMEDAN security, official dignitary protocol teams and designated government security personnel regarding arrivals, departures, access control and movement management.
• Catering and hospitality for up to 70-80 guests, with dietary and cultural considerations
• Media and photography coordination, including drone coverage
• Post-event wrap-up, teardown, site handback, and reporting
