Call for Proposals – Event Management Company

Background

Established in 2003, the Asia-Europe Environment Forum (ENVforum) is a partnership of: Asia-Europe Foundation (ASEF), Government of Sweden through the Regional Asia Environment Conference Support Programme administered by Stockholm Environment Institute (SEI), Hanns Seidel Foundation (HSF), ASEM SMEs Eco-Innovation Center (ASEIC) and the Institute for Global Environmental Strategies (IGES).

Its flagship event, the ENVforum Annual Conference, provides a platform for officials, experts, and businesses to exchange experiences, including challenges and best practices, on different aspects of SDG implementation. In doing so, it explores existing frameworks and policy instruments. The conference is designed to promote exchanges on regional and international levels and highlight different multi-stakeholder initiatives or partnerships promoting the adoption of SDGs. It also builds on contributions from representatives from the private sector.

The 2022 Annual Conference would take place virtually on the Whova platform. ASEF has an existing Whova virtual conference license and Zoom large meeting license to be utilised for the conference.

Call for Proposals

ENVforum is seeking an event management company to support the organisation of the 2022 Annual Conference taking place in end of June 2022 virtually under the terms below:

Event Name: Asia-Europe Environment Forum (ENVforum) Annual Conference 2022
Event Type: Virtual Conference
Event Duration: 28 – 29 June 2022

Tentative Agenda

The scope of the event management company:

• To provide technical/non-technical support in event planning, management and execution of the 2-day online conference using Whova platform and live streaming to social media platforms. This includes:
  • Taking the lead in managing the Whova platform including registration
  • Managing the web conferencing software (preferably Zoom) including integration of event visual identity. Example from 2020 Conference:
  • Live-streaming to ASEF YouTube, Facebook etc.
  • Registration, speakers and attendee management
  • Email and announcement blasts, including reminders via the Whova platform
  • To update existing “How to guidance” for speakers and participants
  • Live technical support for speakers and participants
  • To provide pre-event briefs/rehearsals with hosts/speakers and other stakeholders
  • To manage pre-recorded presentations (if any)
• To deliver pre-event introductory/promotional video and post-event video following ASEF and the event’s branding
• To deliver post-event materials, including recording with transcripts

Note: While the event is headquartered in Singapore, its speakers and attendees will be attending the event from Asia and Europe.

Event Company Requirements

• Company from ASEM Partners, preferably Singapore based
• Sound knowledge in executing virtual conferences
• Strong virtual international event management portfolio
• Solid technical support services – including event recording; PowerPoint integration; live message/recorded messages broadcasting; spotlighting speakers/participants etc.
• Flexibility in adapting to changing requirements and schedule
• Experience in using Whova preferred (if not, the company is open to learning to use the Whova platform, including liaising with the Whova success manager)

Applications & Contact Details

Interested event management company/vendor should submit:

1. Company Portfolio Deck – I.e., company’s experience, focusing on the capabilities listed in the call
2. Timeline and deliverables proposal
3. Clearly defined itemised budget (including currency)
4. Event Company Application Form [Download application form here]

Applications should be emailed to:

• Ms Grazyna PULAWSKA (pulawska@asef.org)
• CC: Ms Nur A’in A RAZAK (arazak@asef.org)

by 25 April 2022, 2359H (Singapore time). For any enquiries, please direct them to the contacts above.

Please also let us know if you would like to look at the 2020 Annual Conference, which used the Whova platform.

Please set the email subject as [Event Organiser Application] {Company Name, Country of Company}

e.g. [Event Organiser Application] XYZ Pte Ltd, Singapore

For the PDF version of the call, download it here.