Job Description
REQUEST FOR PROPOSAL
Event Management Services: 16 Days of Activism Against GBV 2026
Orange Lighting of Landmarks | Media & Activist Campaign
- RFP No: RFP-WIN-OCT-001
- Reference / Issue Date: 28th October 2026
- Questions Deadline: 3rd November 2026
- Submission Deadline: 6th November 2026
- Campaign Period: 3 days during 25 November to 10 December 2026
- Currency / Validity: LKR | Quotations valid for 30 days
1. Background
The 16 Days of Activism Against Gender-Based Violence (GBV), observed from 25 November to 10 December each year under the United Nations Secretary-General’s UNiTE Campaign, calls for action to end violence against women and girls. Women In Need (WIN) together with the Netherlands Embassy will mark the 2026 campaign under the national theme UNiTE to End Violence Against Women and Girls: Ensure justice, protect survivors, end impunity. WIN invites qualified event management companies to submit a technical and financial proposal to design, secure approvals for and deliver the three components below.
2. Scope of Work
Component 1: Orange Lighting of Landmarks (3 days)
Sites: Nelum Kuluna (Lotus Tower), Colombo Municipal Council and Independence Square, lit in UN orange on 3 consecutive evenings between 25 November to 10 December, precise dates TBC, 6 pm to 11 pm
- Site surveys, lighting design per site and, where permitted, display of the theme and hashtag.
- All permits and approvals from site owners, Police and utilities
- Supply, installation, operation, and de-rigging of equipment, with backup power, on-site technicians, safety, security
- Night photography and video (drone where permitted) in social-media-ready formats; fallback plan for weather, power or denied access.
Component 2: Integrated multi-stakeholder dialogue and interactive campaign on preventing SGBV An event that would combine an interactive campaign for media personalities and activists with the high-level dialogue for law and policy makers into one integrated multi-stakeholder dialogue.
- Creative concept and run-of-show (with a pledge or commitment moment)
- Venue; protocol, seating plan
- Invitations and registration, accessible venue, staging, sound, LED, branding
- Invites and Facilitators and expert speakers, subject to WIN and Funder approval
- Optional live streaming and technical crew
- Trilingual (Sinhala, Tamil, English) content, a campaign toolkit and a plan for amplification during the 16 Days, with a reach and engagement report
- Photography, highlight video and interpretation.
3. Timeline and Deliverables
The proposal must contain the following:
- Inception meeting — Confirm scope, dates and contacts — 11th November, 2026
- Concepts and approvals — Lighting designs, creative concepts, permit applications, venue options — 16th November, 2026
- Final production plan — Run-of-show, scripts, branding proofs, technical riders — 20th November, 2026
- Delivery — Components 1 and 2 — By 10th December 2026
- Final report — Narrative and financial report, media archive, videos, receipts — 15th December 2026
4. Eligibility
- Event Management Company registered in Sri Lanka with valid tax registration with at least 5 years’ event management experience.
- At least 3 comparable events for the Government of Sri Lanka or local or international development agency in the last 3 years
- Capacity (in-house or via named partners) for large-scale landmark lighting and trilingual content production.
- Financial capacity to pre-finance costs, and submission of financial reports etc
5. Proposal Contents and Evaluation
Submit in English, in two separate parts.
Part A (Technical Proposal and Organizational Credentials):
- Company profile and references; concepts for each component (including indicative lighting concepts), work plan, team CVs, two venue options for each component.
Part B (Financial Proposal): Annex A price schedule in LKR, separating fees, production and pass-through costs, inclusive of taxes.
Criterion
- Experience and references, including government or other high-level events — 20 — Technical
- Quality and feasibility of concepts for the three components — 20 — Technical
- Lighting and production capacity, and approvals strategy — 10 — Technical
- Work plan, risk management, team, safeguarding and inclusion — 20 — Technical
- Financial proposal — 30 — Financial
6. Key Terms
- Payment in LKR against milestones and approved invoices, normally within 30 days of completion of campaign. Pass-through costs (e.g. site or venue fees) are reimbursed at actual cost with receipts and prior approval.
- WIN retains the right to change or cancel components for safety, weather or force majeure; reasonable documented costs will be considered.
- All materials produced belong to WIN.
- All information provided is confidential.
7. Proposal Submission Details
- Proposals should be submitted via email to procurement@winsl.net and anuki@lines.lk
- Subject titled Proposal for Orange the World 2026 no later than the close of business on 6th November 2026.
- Contact 0774858401 for questions or enquiries by the 3rd of November
Procurement Department
Woman In Need