Provision of event management services for United Nations Environment Assembly (UNEA) and other events

Description

1. Invitation for Expression of Interest: The United Nations Office at Nairobi (UNON), on behalf of the United Nations Environment Programme (UNEP), invites qualified interested firms to submit an Expression of Interest (EOI) for the Provision of Event Management Services for the United Nations Environment Assembly (UNEA). The objective is to establish a seven-year contract consisting of an initial period of three (3) years with an option to extend for two (2) additional periods of two (2) years each (3+2+2). UNEP intends to engage an event management service provider with extensive regional and/or global experience supporting international organizations in the management and execution of the Environment Assembly. 2. Background: The Environment Assembly is usually conducted as in-person meetings and held in Nairobi at the United Nations Office at Nairobi (UNON). The event management service provider may also be called upon to support other UNEP organized meetings/events held at UNON and atother United Nations premises and designated conference centres as may be determined by UNEP from time to time. The United Nations Environment Assembly (UNEA) is the world’s highest-level decision-making body on the environment and holds the universal membership of all 193 UN Member States. The Assembly functions as the agenda-setting forum for the global environment and provides overarching policy guidance that defines responses to address emerging environmental challenges. It undertakes policy reviews, engages in dialogue, experience exchanges and sets the strategic guidance on the future direction of the UN Environment Programme (UNEP). 3. Overview of the United Nations Environment Assembly (UNEA): To achieve its objectives, the Assembly organizes a series of formal and informal meetings, including leadership dialogues in the form of panel discussions, a joint multi-stakeholder dialogue also in the form of a panel discussion, formal meetings with statements delivered by the participants, as well as selected side events, media engagements, and exhibitions and pavilions. Cultural opening and closing are also held and may involve artistic performance. Social events such as receptions, luncheons, dinners, excursions, awards, and recognitions ceremonies may also take place. Environment Ministers and other high-level participants (including Heads of State and Governments and dignitaries such as the Secretary-General of the United Nations or the President of the General Assembly) are expected to attend the meetings of UNEA to deliver speeches and take part in high level leadership dialogues. A series of preparatory meetings are held in advance of the Environment Assembly, including the meetings of the Open-Ended Committee of Permanent Representatives, Major Groups and Stakeholder Forum and Youth Environment Assembly. The Assembly continues to attract significant attention from representatives of Global Major Groups and Stakeholders, who have the right to attend and participate in the deliberations of the Assembly. Number of participants expected for any session of the Environment Assembly is usually 5000 to 6000 participants, Meetings of the Environment Assembly are usually live streamed in all six official languages. 4. Expected Outcomes, Outputs and Activities: 4.1. Event Planning: This service involves developing a comprehensive plan for the delivery of international conference and related events. It includes creating timelines for sourcing and installation of associated infrastructure, technical equipment, and furniture, as well as proposing innovative and creative concepts for each event considering the specialized high-level audiences. The planner is also expected to propose sustainable concepts in respect of temporary infrastructure such as tents, PA equipment and furniture, and catering options, applying the visual identity and branding provided by UNEP. 4.2. Infrastructure, Staging, and Logistics: This service encompasses s