RFP- National Consultation

       REQUEST FOR PROPOSAL (RFP)

• Ensure professional end-to-end planning and execution of the national consultation.
• Mobilize and facilitate participation of high level and relevant stakeholders.
• Support identification and engagement of appropriate speakers, panellists, moderators and experts.
• Facilitate participation of relevant Government of India ministries/departments, and senior officials, subject to their availability and approval.
• Facilitate engagement with private-sector organisations, industry bodies and CSR stakeholders.
• Ensure that the event is fully accessible and inclusive for person with disabilities and other participants requiring reasonable accommodation.
• Manage speaker/panelists logistics, local transportation, honoraria and other approved payments.
• Provide event branding, production, audio-visual and stage-management services.
• Ensure high-quality event documentation, photography, videography and post event reporting.
• Support in learning and networking outcomes of the consultation. 

• Stakeholder Identification and Mobilisation: This will be a key component of the assignment.

1. Government Stakeholders: Identify and support invitations to relevant Government officials/ministries
2. Private Sector and CSR: The agency shall identify and facilitate engagement with CSR foundations and CSR heads, Industry associations, Business networks, Companies working on disability inclusion, gender equality, livelihood, skilling and inclusive development,
3. Academia and Experts: The agency shall identify and facilitate participation of Research institutions, Subject-matter experts, Researchers and policy experts 
4. Civil Society and Development Sector: The agency shall support participation of relevant Networks and alliances working on disability, gender, inclusion, governance and social development.
5. Media engagement and social media contents

• Speaker, Panellist and Moderator Identification: The agency shall support HI in identifying and securing suitable speakers, panellists and moderators. The agency shall:

1. Propose potential speakers/panellists/moderators.
2. Provide profiles and rationale for proposed individuals.
3. Coordinate availability.
4. Send invitations upon HI approval.
5. Follow up with invitees.
6. Coordinate briefing of speakers/panellists/moderators.
7. Collect biographies, photographs, designations and presentation materials.
8. Prepare speaker briefing notes where required.
9. Coordinate travel and accommodation.
10. Manage honoraria where applicable.
11. Coordinate protocol and reception.
12. Ensure speakers are properly briefed before the event. 

• Programme and Session Management: The agency shall work closely with HI to finalise the event flow, agenda, session structure and conduct the sessions as per approved agenda. The agency will support in drafting a Registration of participants, Detailed event agenda; Session sequencing; Time management; Moderator briefing; Speaker briefing; Panel preparation; Question-and-answer management; Audience interaction; Stage management; Speaker introduction; Protocol management; Transition between sessions; Closing and networking arrangements. 

• Venue and Event Logistics: The agency shall support/undertake: Venue finalisation in consultation with HI designated person, Venue coordination, Venue inspection, Venue booking, Registration and reception desk, Seating arrangements, Stage and backdrop, Podium, Branding, Signage, Directional signage, Name badges, Participant kits, Speaker tables/chairs, VIP seating, Event Production and Audio-Visual, Networking arrangements, Catering/lunch/refreshments, Security coordination, Parking coordination, Any other event infrastructure required.
• Accessibility and Inclusion: Accessibility will be a mandatory requirement of this assignment. The agency shall ensure, in coordination with HI a fully accessible venue; including Indian Sign Language interpretation and other Reasonable accommodation as relevant for participants.
• Travel Management, Honorarium and Other Payments: Where applicable and approved by HI, the agency shall coordinate and responsible to reimburse Travel allowances, Speaker honoraria, Moderator honoraria, Expert fees, Reimbursement of other approved expenses.  

• Branding and Communication Materials The agency shall develop/design, subject to HI approval Event backdrop; Stage branding, Participant materials; invitations/E-invitation, social media/event communication materials, where required, Media content and other event-related communication materials as requested by HI.  

• Event Documentation: The agency shall provide Professional and High-resolution event photography & Videography, Photographs of speakers and panellists, Group photographs, Stakeholder/networking photographs, photographs and other media coverage. The agency shall prepare event proceedings/documentation, Participant list, Key discussion points, Recommendations/emerging messages.  

• Provide overall strategic direction.
• Provide the approved Terms of Reference and technical content including Provide project related technical information and good-practice content.
• Approve the final agenda and programme.
• Approve stakeholder categories and priority invitees.
• Approve proposed speakers, panellists and moderators.
• Approve event branding and communication materials.
• Approve budgets and expenditures.
• Provide details of designated focal person(s) for coordination.
• Provide list of participants and CSO members, District and state level federation participants from Odisha 
• Facilitate coordination with CSOs, project partners and invitees from project location. 
• Review and approve key deliverables.
• Provide Policies and guidelines for honorarium, travel allowance
• Approval of Social media contents and media contents.  

• Be legally registered in India.
• Have valid statutory registration and tax documentation and valid FCRA in case of CSO/NGO 
• Have a minimum of 5 years of relevant organisational/event-management experience.
• Demonstrate experience in organising national-level conferences, consultations, workshops, summits or stakeholder events.
• Demonstrate experience with events involving senior government officials, ministries, development organisations, corporates, CSR organisations, academia or civil society.
• Have an experienced event-management team.
• Have demonstrated capacity for end-to-end event logistics.
• Have experience in accessibility/disability-inclusive event management or demonstrate access to qualified accessibility service providers.
• Be able to comply with HI's contractual, safeguarding, ethical and financial requirements. 

• Organisation Profile

1. Name and legal status with registration documents
2. GST & PAN;
3. FCRA registration along with SBI bank accounts details, where applicable;
4. Relevant certifications, if any.

• Relevant Experience: Provide details of at least three comparable assignments undertaken during the last five years. For each assignment provide: Client name, Event name, Year, Location, Number of participants, Nature of stakeholders, Accessibility arrangements; Client reference/contact.
• Understanding of the Assignment: Applicants should demonstrate their understanding of:

1. Purpose and objectives of the assignment;
2. Stakeholder landscape;
3. Importance of government and policy engagement;
4. Disability and gender inclusion;
5. Intersectionality;
6. Private sector/CSR engagement;
7. Requirements of a national-level event. 

• Proposed Methodology and Stakeholder Mobilisation Strategy: Applicants shall provide a clear methodology covering Event planning; Stakeholder mobilisation; Government engagement; Speaker/panellist identification; Travel allowances & Honorarium management; Accessibility; Media management and Documentation. Applicants should specifically explain how they will approach and mobilise Government ministries/departments, Senior government officials, CSR/private-sector stakeholders and other relevant stakeholders.
• Proposed Team: Provide CVs/profiles of key personnel, including:  Event Project Lead, Stakeholder Engagement Lead, Logistics Lead, Accessibility Lead, where applicable. 

       B. Financial Proposal Contens:

• Professional/Event Management Fee
• Direct Event Costs includes cost of Venue with one time tea/coffee cookies and Lunch and other facilities, Stage/set-up; Printing; Branding; Photography; Videography; Accessibility services; Sign Language Interpretation; Transport; Speaker/moderator honoraria; Participant travel support; Other approved expenses. 

• Technical Proposal - Clearly marked: “Technical Proposal – National Stakeholder Consultation Event Management Services”
• Financial Proposal - Clearly marked:“Financial Proposal – National Stakeholder Consultation Event Management Services”
• Submission Deadline: 03 September 2026.
• Submission Mode – signed and stamped documents, electronically at procurement-India@india.hi.org