REQUEST FOR PROPOSALS (RFP) FOR: Requirement of Agency for Engagement of an Event Management Agency for Planning and Execution of PRANA National Workshop on Regenerative Agriculture in June 2026 in New Delhi
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Date of Issue of RFP
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March 13, 2026
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Date of Query Addressal Meeting (Via VC)
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March 20, 2026
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Last date for Submission of RFP
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March 28, 2026
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INTRODUCTION
The Nature Conservancy (TNC) is a leading conservation organization working to make a positive impact around the world in more than 80 countries and territories. Founded in 1951, TNC’s mission is to conserve the lands and waters on which all life depends. With our core values of integrity beyond reproach, respect for people communities and culture, and commitment to diversity we aim at environmental conservation through lasting tangible results.
Nature Conservancy India Solutions Private Limited (NCIS) is a Private Limited Company incorporated under The Companies Act, 2013. It is a subsidiary of The Nature Conservancy, one of the largest not-for-profit conservation organisations in the world. NCIS was incorporated with the objective of providing research, consulting, technical support, and advisory services to various stakeholders in and outside India relating to conservation of nature, environment, biodiversity, and climate change.
TNC launched PRANA (Promoting Regenerative and No-Burn Agriculture) in 2021 to eliminate crop residue burning, advance regenerative agriculture systems, and improve groundwater management. Since its inception, PRANA has broadened its scope to include Improved Rice Management (IRM) through climate-smart, water-saving practices such as Direct Seeded Rice (DSR) and Alternate Wetting and Drying (AWD), alongside in-situ crop residue management (CRM). Today PRANA operates across 6,286 villages in 18 districts of Punjab.
PURPOSE
To position TNC as a thought leader in regenerative agriculture and showcase PRANA’s work, TNC will host a two-day national workshop in Delhi in June 2026. The event will bring together policymakers, researchers, donors, sectoral experts, and international partners. It will include keynote sessions, technical discussions, thematic presentations, curated films, VR experiences, and knowledge product launches.
To support smooth implementation, NCIS on behalf of TNC seeks to engage a professional Event Management Agency to handle logistics, venue coordination, on-ground operations, AV execution, and speaker coordination.
The objective of this assignment is to ensure arranging efficient, seamless, and high-quality execution of all logistical and technical requirements for the national workshop, including:
- Venue selection, coordination and event related setup
- Rapporteurs for sending invites, follow ups, taking travel and noting stay preferences, On-ground registration, guest management and managing notes from the sessions of the workshop
- Stage, sound, lighting, and technical AV console support ensuring bandwidth cabling for online joiners (if needed)
- Professional MC for the event
- Recording of the event and sessions with images and AV
- Speaker and session operations coordination addressing any specific requirements of the speakers
- Registration desk management with kits, collaterals and printer.
- Collaterals/merchandise printing (if needed)
- Managing catering and all venue services
- Printing and management of a dedicated walk-in photo gallery showcasing PRANA farmer success stories and case studies.
The agency will play an operational and technical role, enabling TNC to focus on program content, partnerships, and stakeholder engagement.
CONTRACT TYPE AND CONTRACT SERVICES
NCIS will entertain under this, RFP Cost-Plus Fixed Fee (CPFF) completion type contract(s).
BIDS
We welcome bids from bidders for successful implementation of the activities as mentioned in Objectives below
- Pre-Event planning and project coordination
- Venue and logistics management
- Technical production and event execution
- On-site event operations
- Walk-in photo gallery printing and management
NCIS reserves the right to postpone or cancel the bidding process for one or more clusters with no prior notice.
PLACE AND PERIOD FOR PERFORMANCE
Place: New Delhi, India
Period: May 01, 2026, till June 15, 2026
Scope of work and Deliverables
The agency will be responsible for:
1. Pre-Event Planning and Coordination
1.1 Event Planning and Management
The Agency shall:
- Develop a detailed event execution plan, including timelines, staffing plans, and logistical workflows
- Conduct regular coordination meetings with The Nature Conservancy (TNC) team
- Establish coordination mechanisms with all vendors, service providers, speakers, and venue management
- Share periodic progress updates and proactively flag risks or operational challenges
- Ensure readiness of all logistical and technical arrangements prior to the event
2. Venue Identification, Setup, and Management
2.1 Event Setup
The Agency shall:
- Plan and execute complete event setup, including stage layout, seating arrangements, branding installation, and registration areas
- Ensure venue readiness across all workshop days
- Coordinate with venue teams including housekeeping, electrical, security, and facility management staff
3. Participant Communication, Registration, and Rapporteur Support
The Agency shall deploy adequate coordination staff and rapporteurs responsible for:
- Supporting dissemination of invitations and follow-ups with participants
- Collecting travel details and accommodation preferences
- Managing participant databases and confirmations
- Operating registration desks and on-ground check-in processes
- Managing guest reception and helpdesk support
- Documenting workshop proceedings through session note-taking and compilation of key discussion summaries
4. Speaker and Session Coordination
The Agency shall:
- Coordinate with speakers regarding reporting schedules, presentation requirements, and session logistics
- Facilitate submission and management of presentation materials
- Conduct technical checks of presentations, microphones, and audio-visual systems prior to sessions
- Provide on-ground assistance to speakers throughout the event
5. Technical Production and Audio-Visual Management
5.1 Stage, Sound, and Lighting
The Agency shall:
- Design, install, and manage stage, lighting, and professional sound systems
- Provide podium microphones, lapel microphones, handheld microphones, and necessary audio equipment
- Arrange LED screens and/or projection systems as required
- Ensure uninterrupted power supply and stable technical operations
5.2 Hybrid Participation Support (If Required)
The Agency shall:
- Provide reliable internet bandwidth and cabling infrastructure for online participation
- Enable virtual joining of sessions where required
- Provide technical personnel for managing hybrid participation
5.3 AV Console and Session Management
The Agency shall:
- Manage presentation playback, videos, and session transitions
- Deploy trained AV technicians for real-time troubleshooting throughout the event
6. Event Hosting and Documentation
6.1 Master of Ceremonies
The Agency shall:
- Engage and manage a professional Master of Ceremonies (MC)
- Coordinate briefing and run-of-show planning with TNC
6.2 Photography and Videography
The Agency shall:
- Provide professional photography and videography coverage of the event and all workshop sessions
- Record plenary and breakout sessions as required
- Deliver edited, high-resolution photographs and video recordings in agreed formats
7. Registration Desk and Event Materials Management
The Agency shall:
- Establish and manage registration desks
- Prepare and distribute participant kits and workshop materials
- Provide printers, stationery, and on-site material management support
- Coordinate printing of collaterals and merchandise, if required
8. Catering and Venue Services Coordination
The Agency shall:
- Coordinate catering arrangements in consultation with TNC
- Oversee meal services including tea/coffee breaks, lunches, and dinners
- Ensure quality control, timely service, replenishment, and smooth participant flow
- Coordinate with venue staff to maintain hygiene and service standards
9. Walk-In Photo Gallery Printing and Management
The Agency shall be responsible for planning, printing, installation, management, and dismantling of a dedicated walk-in photo gallery showcasing PRANA farmer success stories and case studies.
Responsibilities shall include:
- Conducting site recce and developing installation layout plans
- Coordinating with TNC’s design and content teams
- Undertaking high-resolution large-format printing
- Fabricating and installing wall-height exhibition materials
- Providing lighting and visitor flow management where required
- Deploying staff to oversee exhibition operations during the event
- Dismantling installations post-event and handing over materials to TNC
10. On-Site Event Operations and Support
The Agency shall:
- Ensure smooth execution of all event operations across workshop days
- Manage hall readiness for approximately 150 participants
- Coordinate session transitions and seating arrangements
- Troubleshoot logistical or technical issues immediately
- Provide overall operational support enabling TNC to focus on program delivery and stakeholder engagement.
ESTIMATED COSTS AND FIXED FEE
The costs allowable will be limited to reasonable, allocable, and necessary costs.
The financial bid should be prepared in accordance with the cost elements outlined below and Bidders should clearly identify their margin as part of their financial bids.
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S. No.
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Details
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Amount
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1
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The estimated cost of project execution
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INR X (please provide complete break-up of total cost)
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2
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The estimated fee for project execution
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INR Y (please mention your fee or margin to manage the project)
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3
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Applicable Taxes (if any)
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INR Z (bidder will be responsible for complying with all applicable tax laws e.g., income tax, GST, etc.)
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Total Cost-plus Fixed Fee (CPFF)
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INR X+Y+Z
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Minimum Qualifications
The bidder is expected to put together a technical team of professionals to deliver the assignment. Below are the desirable experience, skills, and competencies of the team:
Organizational Experience
- The agency must have a minimum of 5 years of experience in professional event management services.
- Demonstrated experience in planning and executing national-level conferences, workshops, or institutional events involving multi-stakeholder participation.
- Proven experience in managing events with at least 100 participants.
Relevant Technical Experience
The agency must have prior experience in:
- End-to-end conference and workshop management, including logistics and on-ground execution.
- Stage, sound, lighting, and audiovisual (AV) production for conferences or knowledge events.
- Speaker coordination and session management.
- Professional photography and video recording of events.
- Large-format printing, fabrication, and installation for exhibitions, galleries, or branded event spaces.
- Managing multi-day institutional or development-sector events (preferred).
Past Performance Requirement
- The agency must have successfully completed at least three (3) events of similar scale and complexity within the last three years.
- Work orders/completion certificates/client references must be submitted as evidence.
PRE-BID QUERIES AND CLARIFICATIONS ON RFP
To clarify technical queries (excluding cost and fee) on RFP, Bidders will be invited to a virtual query addressal meeting on March 20, 2026. Only bidders who have expressed an interest via email to samir.mirza@tnc.org ; fateh.guram@tnc.org ; by March 18, 2026 will be invited for the query addressal meeting. Any query relating to cost, bid price, etc. must be submitted to rajeeb.dash@tnc.org ; praveen.thakur@tnc.org by no later than 11:59pm IST, March 18, 2026.
SUBMISSION OF PROPOSAL
Last date for submission of proposal is 28/03/2026., by 11:59pm IST.
Technical and Financial Proposals are required in soft copy only. The subject line of the email submission should state “Technical/Financial bid against RFP on Event Management Agency for PRANA National Workshop” and will be shared at:
Technical Proposal Requirements
Bidders are required to submit a comprehensive Technical Proposal that demonstrates their understanding of the assignment, approach, methodology, and capacity to deliver the required services. The Technical Proposal should include the following components:
- Understanding of Assignment
- Proposed Methodology and Approach
- Work Plan and Timeline
- Team Composition, CVs of key team members and clearly specify the role and responsibilities of each team member, as well as their anticipated level of involvement throughout the assignment (e.g., percentage of time committed, specific phases of engagement).
- Relevant Experience
- List of similar projects executed, including client name, year of execution, and project value.
- Evidence of ability to work across multiple districts in Punjab.
- Quality Assurance and Risk Management
- Description of quality assurance mechanisms for data collection, analysis, and reporting.
- Identification of potential risks and mitigation strategies.
- Deliverables
Financial Bid must accompany with the following documents:
- Copy of incorporation documents.
- Copy of registration certificate under income tax and GST (If applicable).
- Copy of last three years audited financial statements with audit report.
- Copy of last three years income tax return.
- Copy of last two GST returns.
- Copy of address proof.
- List of similar project executed with name of client, year of execution, and value.
- In case the bidder is registered with MHA, please also share FCRA Registration number and validity.
- Total number of staff (full time, part time and volunteer)
Note: - You are requested to send all financial information in one go to avoid disqualification
if any. Bids with incomplete financial and other information as requested in this RFP will be rejected summarily.
Submission of the proposal to any other individual will result in the disqualification of the proposal. Bidder can submit only one bid. Submitting multiple bids under different name will result in automatic disqualification.