CALL FOR PROPOSAL

VENUE PROVIDER FOR THE REGIONAL CAPACITY BUILDING

EMPOWERING YOUTH ACROSS ASEAN

17 – 23 FEBRUARY 2020, BANGKOK, THAILAND

 

BACKGROUND

The ASEAN Foundation will be organising The eMpowering Youths Across ASEAN (EYAA) that brings around 100 participants from ASEAN countries to Bangkok, Thailand from 17 February 2020 to 23 February 2020. As the organiser, the ASEAN Foundation is now seeking a venue to host this event that offers high-quality facilities and services with reasonable prices.

 

The provider is expected to have available hall, smaller meeting rooms, prayer room, secretariat room, and dining area during the said that with basic presentation facilities including free wifi access and talk show setting.

 

We would like to invite you to join the tender process by submitting your proposal. Please refer to the requirements below before applying.

 

 

TASKS AND RESPONSIBILITIES

Suggested recommendations to provide the cost per room is as follows:

  • Hall: One meeting room for up to 200 persons
  • Smaller meeting rooms: 10 small rooms for up to 10 persons
  • Prayer room: One Muslim prayer room with prayer matt
  • Secretariat: One room with a set of computers and printing services
  • Dining area: One meeting room for up to 200 persons
  • VIP room: One room for up to 10 persons
  • The rate offered is nett price, including cleaning service
Day Requirements
17 February 2019
  • Parking permission
  • One meeting room (venue) for up to 200 persons from 07.00 – 17.00
  • One prayer room from 11.00 – 20.00
  • One secretariat room
  • Multi-user internet, presentation equipment, sound systems (microphones, etc.)
  • 5 tables and 10 chairs for panel discussion/talk show session
  • 7 microphones
  • Technician 1 (accompanied by 1 volunteer)
  • 1 room for the 20 persons to discuss and select 10 CSOs from 13.00 - 17.30
  • Dining area, a room for up to 150 persons, from 09.00 – 22.00
  • The venue able to access by disabled people
18 February 2019
  • Parking permission
  • One meeting room (Venue) for up to 200 persons from 07.00 – 20.00
  • One prayer room 11.00 – 20.00
  • One secretariat room
  • One holding room for VIP for up to 10 persons from 07.00 – 14.00
  • Podium, multi-user internet, presentation equipment, sound systems with 4 microphones
  • Dining area for lunch from 09.00 – 14.00
  • The venue able to access by disabled people
19 February 2019
  • Parking permission
  • A room with a flexible arrangement (chairs and tables are moveable) for up to 150 persons from 07.00 – 17.00
  • One secretariat room
  • Multi-user internet, presentation equipment, sound systems. Inclusive of 4 microphones and 3 projectors
  • Dining area for up to 150 persons from 16.00 – 22.00
  • 1 prayer room from 11.00 – 20.00
  • The venue able to access by disabled people
20 February 2019
  • Parking permission
  • 1 room for 120 persons with a classroom setting
  • One prayer room from 11.00 – 20.00
  • One secretariat room
  • Multi-user internet, presentation equipment, sound systems (4 microphones)
  • Dining area for up to 150 persons from 09.00 – 14.00
  • The venue able to access by disabled people
21 February 2019
  • Parking permission
  • 10 small rooms for up to 10 persons from 07.00 – 19.00
  • Electricity socket
  • One prayer room from 11.00 – 20.00
  • One secretariat room
  • Multi-user internet, presentation equipment, sound systems (microphones, etc.)
  • Dining area for lunch for up to 150 persons from 09.00 – 14.00
  • The venue able to access by disabled people
22 February 2019
  • Parking permission
  • 10 small rooms for up to 10 persons from 07.00 – 19.00
  • Electricity socket
  • One prayer room from 11.00 – 20.00
  • One secretariat room
  • Multi-user internet, presentation equipment, sound systems (microphones, etc.)
  • Dining area for lunch for up to 150 persons from 09.00 – 14.00
  • The venue able to access by disabled people
23 February 2019
  • Parking permission
  • One meeting room (venue) for up to 200 persons from 07.00 – 21.00
  • One prayer room from 11.00 – 20.00
  • One secretariat room
  • Multi-user internet, presentation equipment, sound systems (microphones, etc.)
  • Stage
  • Dining area for up to 150 persons from 09.00 – 23.00
  • The venue able to access by disabled people

 

QUALIFICATIONS 

  1. Venue based in Bangkok is preferred
  2. Experienced in handling large group in the international event
  3. Free wifi (multi-user) access all over the venue
  4. Presentation equipment in hall, smaller meeting rooms, and dining area
  5. Parking area
  6. The venue is accessible by disabled people

 

APPLICATION PROCESS

All interested applicants are expected to send quotation and menu to procurement@aseanfoundation.org and kindly copy to ludhini.volva@aseanfoundation.org.

 

APPLICATION DEADLINE

2 December 2019

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