Request for Applications: Long-Term Event Management LTA (Malaysia)

Deadline: 26-Jun-2026

The United Nations Development Programme (UNDP) is seeking Expressions of Interest (EOIs) from qualified event management service providers to establish Long-Term Agreements (LTAs) for delivering comprehensive event management services. The opportunity covers end-to-end planning, logistics, venue management, virtual and hybrid event delivery, technical support, catering, hospitality, photography, videography, and on-site event execution for UNDP events.

Selected vendors will support conferences, workshops, training programs, seminars, and high-level meetings across multiple locations. The agreements will initially be valid for one year and may be extended for up to three years based on performance and compliance with UNDP standards.

Opportunity Overview

UNDP regularly organizes a broad range of development-focused events that support international cooperation, capacity building, policy dialogue, knowledge sharing, and stakeholder engagement.

To improve efficiency, consistency, and service quality, UNDP plans to establish one or more Long-Term Agreements with qualified event management firms capable of delivering professional event services across multiple event formats and locations.

The Expression of Interest process is intended to assess market capacity and identify experienced service providers for participation in a future competitive procurement process.

Program Objectives

The primary objectives of this initiative are to:

• Establish Long-Term Agreements with qualified event management providers.
• Improve efficiency and consistency in event delivery.
• Ensure high-quality event planning and execution.
• Support virtual, hybrid, and in-person events.
• Enhance participant experiences.
• Promote sustainability and environmental responsibility.
• Ensure compliance with UNDP operational standards.
• Strengthen logistical and technical event support capabilities.

Key Focus Areas

Comprehensive Event Management

Service providers will be expected to deliver complete event management solutions covering all stages of event planning and implementation.

This includes:

• Event planning
• Event coordination
• Budget management
• Scheduling and timeline management
• Stakeholder coordination
• Risk management

Conference and Meeting Support

The agreements will support a variety of event formats, including:

• Conferences
• Workshops
• Training sessions
• Seminars
• High-level meetings
• Roundtable discussions
• Stakeholder consultations
• Development forums

Virtual and Hybrid Event Delivery

A significant focus is placed on digital and hybrid event capabilities.

Service providers should be capable of managing:

• Virtual conferences
• Hybrid meetings
• Live streaming
• Online participant engagement
• Virtual networking sessions
• Remote speaker coordination
• Digital event platforms

Why UNDP Requires Long-Term Agreements

UNDP conducts numerous events throughout the year, ranging from small internal meetings to large international gatherings with up to 500 participants.

Establishing Long-Term Agreements helps:

• Streamline procurement processes.
• Reduce administrative burden.
• Ensure consistent service quality.
• Improve response times.
• Enhance operational efficiency.
• Provide access to pre-qualified vendors.

This approach allows UNDP to engage trusted service providers when event requirements arise.

Scope of Services

Event Planning and Coordination

Selected vendors will be responsible for managing all aspects of event preparation.

Responsibilities may include:

• Event concept development
• Work planning
• Coordination with stakeholders
• Scheduling and logistics management
• Vendor coordination
• Budget tracking

Venue and Accommodation Management

Service providers must identify, evaluate, and secure appropriate venues and accommodation options.

Tasks may include:

• Venue sourcing
• Contract negotiations
• Hotel bookings
• Meeting room arrangements
• Accessibility assessments
• Facility management

Participant Logistics

Event organizers must ensure smooth participant experiences through effective logistical support.

Services may include:

• Registration management
• Travel coordination
• Guest management
• Transportation arrangements
• Information desks
• Participant communication

Event Setup and On-Site Operations

Event Infrastructure Management

Providers will oversee the setup and operation of event infrastructure.

Responsibilities include:

• Seating arrangements
• Stage setup
• Registration desks
• Signage installation
• Exhibition areas
• Event branding materials

Staffing and Coordination

Qualified personnel may be required to support event operations.

This may include:

• Event coordinators
• Registration staff
• Ushers
• Technical operators
• Hospitality teams
• Logistics personnel

Installation and Dismantling

Vendors will manage:

• Equipment installation
• Venue preparation
• Event breakdown
• Post-event dismantling
• Site restoration

Technical and Audio-Visual Services

Technical delivery is a critical component of the agreement.

Service providers should be capable of supplying and managing:

Audio-Visual Equipment

• Sound systems
• Microphones
• Speakers
• Projectors
• LED displays
• Presentation systems

Lighting Solutions

• Stage lighting
• Ambient lighting
• Event lighting design
• Technical lighting support

IT and Connectivity Support

• Internet connectivity
• Wi-Fi services
• Computer equipment
• Technical troubleshooting
• Digital platform support

Real-Time Technical Assistance

Providers must ensure uninterrupted event operations through:

• Live technical monitoring
• Equipment management
• Troubleshooting services
• Backup solutions
• Technical support teams

Virtual and Hybrid Event Management

UNDP increasingly utilizes virtual and hybrid event formats to reach global audiences.

Service providers should offer:

• Virtual event platforms
• Webinar management
• Live streaming services
• Online registration systems
• Speaker management tools
• Audience interaction features
• Recording and replay services

Hybrid Event Integration

Hybrid event support should enable seamless participation for both in-person and remote attendees.

This includes:

• Simultaneous online and physical participation
• Multi-location connectivity
• Interactive audience engagement
• Real-time communication tools

Catering and Hospitality Services

Where required, vendors may provide hospitality support services.

Services can include:

• Catering coordination
• Refreshment services
• Meal planning
• Dietary accommodations
• Reception management
• Guest hospitality

Providers should ensure quality, safety, and compliance with applicable food service standards.

Photography and Videography Services

Professional documentation of events is an important component of the scope.

Photography Services

Tasks may include:

• Event photography
• Speaker portraits
• Group photos
• Documentation of activities

Videography Services

Services may include:

• Event recording
• Highlight videos
• Interviews
• Promotional content
• Post-event video production

Event Branding and Communication Materials

Selected providers may also produce event-related materials such as:

• Backdrops
• Banners
• Signage
• Name badges
• Presentation materials
• Event branding assets

These materials should align with UNDP branding guidelines and communication standards.

Sustainability Requirements

Environmental sustainability is a key priority for UNDP.

Service providers should demonstrate their ability to support environmentally responsible event delivery through:

• Waste reduction practices
• Sustainable sourcing
• Digital event materials
• Resource efficiency
• Environmentally responsible procurement
• Reduced carbon footprint initiatives

Green Event Practices

Examples include:

• Paperless registration systems
• Reusable event materials
• Sustainable catering options
• Energy-efficient equipment
• Recycling programs

Compliance Requirements

All services must comply with:

• UNDP operational procedures
• Safety standards
• Accessibility requirements
• Environmental policies
• Procurement regulations
• Quality assurance requirements

Service providers should have systems in place to ensure compliance throughout event delivery.

Long-Term Agreement Structure

Initial Contract Period

The Long-Term Agreement will initially be valid for:

1 year

Extension Options

Based on satisfactory performance, the agreement may be extended for up to:

3 years

Performance Evaluation

Contract extensions may depend on:

• Service quality
• Timely delivery
• Compliance with standards
• Client satisfaction
• Operational performance

Probationary provisions may apply during the contract period.

Who Should Submit an Expression of Interest?

This opportunity is suitable for organizations that have experience providing professional event management services.

Potential applicants may include:

• Event management companies
• Conference organizers
• Meeting and convention service providers
• Corporate event planners
• Audio-visual service providers
• Hybrid event specialists
• Hospitality and logistics firms

Organizations should demonstrate capacity to deliver services across multiple event categories and locations.

Why This Opportunity Matters

The establishment of Long-Term Agreements provides significant opportunities for qualified service providers to work with one of the world’s leading international development organizations.

Potential benefits include:

• Long-term business opportunities.
• Participation in international development events.
• Access to future procurement opportunities.
• Strengthened organizational reputation.
• Expanded professional networks.
• Consistent service delivery engagements.

Tips for a Strong Expression of Interest

Organizations can improve their chances by:

• Demonstrating experience with large-scale events.
• Highlighting virtual and hybrid event capabilities.
• Showcasing technical and audio-visual expertise.
• Providing examples of sustainability practices.
• Demonstrating quality assurance systems.
• Presenting strong logistics and coordination capabilities.
• Highlighting experience with international organizations.

Common Mistakes to Avoid

Applicants should avoid:

• Providing incomplete organizational information.
• Failing to demonstrate technical capabilities.
• Overlooking sustainability requirements.
• Lacking experience in hybrid event management.
• Providing weak examples of past performance.
• Failing to address compliance and quality assurance procedures.

Frequently Asked Questions (FAQs)

What is the purpose of the UNDP Expression of Interest?

The EOI aims to identify qualified event management service providers for future participation in a competitive procurement process and potential Long-Term Agreements.

What types of events will be supported?

Services may support conferences, workshops, seminars, training programs, stakeholder consultations, high-level meetings, and hybrid events.

How long will the Long-Term Agreement remain valid?

The agreement will initially be valid for one year and may be extended up to three years based on performance.

What technical services are required?

Providers may be required to deliver audio-visual equipment, internet connectivity, IT support, lighting systems, live streaming, and technical troubleshooting.

Are virtual and hybrid event services included?

Yes. The scope specifically includes virtual event management and hybrid event delivery capabilities.

Does the opportunity include catering and hospitality services?

Yes. Service providers may be responsible for catering coordination, hospitality management, and participant support services.

What sustainability requirements apply?

Providers should support environmentally responsible event management practices that align with UNDP sustainability principles and operational standards.

Conclusion

The UNDP Long-Term Agreement for Comprehensive Event Management Services offers experienced event management firms an opportunity to support a wide range of development-focused events through professional planning, logistics, technical support, and event execution services.

By establishing a network of qualified vendors, UNDP aims to improve efficiency, quality assurance, sustainability, and participant experiences across its conferences, workshops, training programs, and hybrid events. Organizations with strong event management expertise, technical capabilities, and sustainability practices are well-positioned to participate in this opportunity.

For more information, visit UNDP.