Job Description
Request for Quotations from Event Organizers
Event title: SGBV – Service Provision Mapping Event
1. Background
The SGBV Service Provision Mapping Event aims to map the available SGBV services and identify service gaps in Sri Lanka. The event will bring together approximately 80 representatives from government institutions, non-governmental organizations, community-based organizations, and other relevant stakeholders.
2. Objective of the Assignment
To obtain quotations from qualified event organizers (individual or company) for the planning, coordination, logistical management, and smooth execution of the SGBV Service Provision Mapping Event.
3. Scope of Work
The selected event organizer shall be responsible for the following:
- Coordination and Event Management
- Coordinate with both state and non-state representatives.
- Manage overall event coordination and communication.
- Handle RSVP management and participant confirmations.
- Conduct participant follow-up and post-event feedback collection when necessary.
- Vendor and Technical Arrangements
- Support vendor evaluation for venue and catering services. Get the three quotations from each supplier and evaluate.
- Arrange equipment hiring as required.
- Arrange technical services, including simultaneous translation equipment and related support.
- Venue and Logistics
- Ensure the venue is prepared according to the approved agenda and event requirements.
- Coordinate seating arrangements, registration facilities, signage, and other logistical needs.
- Coordinate the distribution of printed materials and other event-related resources.
- Event Execution
- Take all necessary measures to ensure the smooth run-up to the event.
- Ensure the effective and uninterrupted execution of all event activities.
- Provide on-site coordination throughout the event.
5. Deliverables
The event organizer shall provide:
- Confirmed participant list and RSVP status.
- Venue and catering arrangements.
- Technical equipment setup, including simultaneous translation facilities.
- On-site event coordination services.
- Distribution of printed and event materials.
- Post-event participant feedback summary (if required).
- Brief completion report outlining key coordination activities undertaken.
6. Quotation Requirements
Interested event organizers should submit:
- Company profile and relevant experience.
- Detailed cost breakdown for venue, food, equipment, technical services, and coordination.
- Availability for the proposed event date.
- References from similar assignments, if available.
8. Confidentiality and Professional Standards
The selected event organizer shall maintain confidentiality regarding participant information and adhere to professional standards appropriate for an SGBV-related event.
9. Submission of Tender
Tenders must be submitted in a sealed envelope clearly marked as: "Event Organizers"
Please email your application to: [email protected] (Subject line: "Event Organizers")
Deadline for submission of proposal 25th July 2026
Contact Number: 011-255 6773
10. Evaluation Criteria
- Compliance with technical specifications
- Competitive pricing
- Experience and quality of previous work
- Delivery timeline
