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Call for Proposals: Event Management Services

Background

The Association of Independent Publishers (AIP) invites proposals from qualified and experienced event management service providers to plan, coordinate and deliver a gala event on 20 November 2026.

The event will bring together approximately 100–120 guests, including publishers, industry stakeholders, partners and supporters, to celebrate AIP’s work and achievements.

Scope of Work

The appointed event manager will be responsible for the planning, coordination and successful delivery of the event, including but not limited to:

Venue Sourcing and Management

  • Identify and propose suitable venues capable of hosting 100–120 guests.
  • Coordinate venue bookings and venue-related logistics.
  • Ensure the venue meets accessibility, technical and operational requirements.

Catering Coordination

  • Source and coordinate catering services.
  • Develop catering options and menus in consultation with AIP.
  • Manage catering logistics on the day of the event.

Event Production and Technical Requirements

  • Source and coordinate required technical equipment, including sound, lighting, microphones, projection equipment and any other event requirements.
  • Manage setup and breakdown of equipment.

Entertainment and Programme Support

  • Source and coordinate appropriate entertainment for the event.
  • Assist with programme planning and scheduling.
  • Liaise with speakers, performers and service providers where required.

Event Management and On-site Coordination

  • Develop an event implementation plan and timeline.
  • Coordinate suppliers and service providers.
  • Manage event logistics and operations on the day and evening of the event.
  • Provide on-site event management support to ensure the smooth running of the programme.

Proposal Requirements

Interested service providers should submit:

  • Company profile and relevant experience.
  • Details of previous events of a similar size and nature.
  • Proposed approach to delivering the event.
  • Estimated budget, including management fees and anticipated service costs.
  • References from previous clients.
  • Contact details for the lead project manager.

Evaluation Criteria

Proposals will be evaluated based on:

  • Relevant experience and track record.
  • Understanding of the brief.
  • Quality of proposed approach.
  • Value for money.
  • References and previous client feedback.

Submission

Interested applicants should submit their proposals to [email protected] by 26 June 2026.

AIP reserves the right not to appoint any service provider and may request additional information from shortlisted applicants.

We look forward to receiving your proposal.

 

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