DEADLINE: 3RD APRIL, 2026
TECHNOSERVE
REQUEST FOR QUOTES FOR EVENT PLANNER FOR SUSTAINABILITY WORKSHOP
The workshop will bring together up to 20–30 participants drawn from food processors, government representatives, NGOs, and advocacy groups active in Nigeria’s agri-food sector. It is tentatively planned to be held in Lagos in late April 2026.
The event may include a virtual participation component (VTC) to accommodate remote stakeholders.
Primary Functions & Responsibilities:
1. Venue and Logistics Coordination
- Identify and secure a suitable venue in Lagos for a half-day workshop accommodating 20–30 participants
- Coordinate all on-site logistics including room setup, audiovisual equipment, and signage
- Arrange catering and refreshments appropriate for the event duration and attendee profile
- Set up and manage virtual participation infrastructure (VTC) if required, ensuring seamless hybrid facilitation
2. Stakeholder Outreach and Invitation Management
- In coordination with TechnoServe, develop and distribute workshop invitations to target participants
- Manage RSVP tracking and confirmations, maintaining an up-to-date attendee list
- Follow up with key stakeholders to confirm attendance, including representatives from food processor companies, government agencies, NGOs, and advocacy groups
3. Event Coordination and Management
- Develop a detailed run-of-show and event timeline in coordination with TechnoServe’s Technical Lead
- Manage vendor coordination including caterers, AV providers, and any other service providers
- Provide on-site event management support on the day of the workshop to ensure smooth execution
- Capture a full record of participant attendance
Qualifications and Experience:
- Event and logistics management for professional or technical workshops in Nigeria
- Stakeholder coordination and engagement across private sector, government, and civil society audiences
- Venue sourcing, vendor management, and catering coordination in Lagos
- Hybrid/VTC event facilitation and technical setup – where necessary
Budgets will be reviewed on the basis that the proposed cost is fully inclusive of venue, catering, logistics, and management services. No additional costs will be considered outside of the submission.
The attached files, as applicable, constitute an integral component of the solicitation document, and should be duly considered by all prospective vendors. In the event of any inconsistency between the information contained in the attached files and the main solicitation text, the provisions set forth in the solicitation text shall prevail.
Selection Criteria
The following criteria will be used by TechnoServe to evaluate and compare vendor responses.
Max Points Selection Criteria 40 Quality of proposal, factoring vendor’s past experience and reputation 30 Price, inclusive of all delivery, fees, taxes, and other charges 20 Ability of the vendor to deliver goods/services in line with the dates requested 10 Payment terms, with full points granted for payment 30 days after invoicing
Response Instructions
To ensure consideration, all responses must be submitted no later than 04/03/2026, written in English with prices stated in NGN.
All responses must:
- Contain a detailed cost with applicable taxes and other charges clearly identified.
- Provide requested payment terms and conditions.
- Include a contact name, email address, and telephone number.
- For quotes from a firm, provide a brief outline of the company and services offered, including the company’s full legal name and address, the jurisdiction of incorporation, the full legal name and country of citizenship of the company’s owners/principal officers, and the year the business was established.
- If a consortium of firms or a team of consultants submits a quote jointly, the above information should be provided for each member of the team.
- Only include attached files that are 10 MB or smaller in size. Do not include compressed (ZIP, RAR), executable, or other unusual file formats as these will be rejected.
Submit responses to: buy+RQ9801@tns.org
Note: DO NOT email your response to any employee of TechnoServe or deliver your response in hard copy to a TechnoServe office. Failing to adhere to these instructions may make your response ineligible for consideration.
Terms and Conditions
- This solicitation shall not be construed as an offer by TechnoServe.
- Responses must be submitted on or before the date indicated.
- Any quotes that are unresponsive will be summarily rejected.
- Responses to this solicitation shall be deemed binding offers and must remain valid for acceptance for no less than 90 days from the closing date of this solicitation.
- Any purchases resulting from this solicitation will be governed by TechnoServe’s contractual terms and conditions, and may be subject to additional terms as required by donors funding the purchase.
- TechnoServe expressly reserves the right to accept or reject any quote or to cancel the solicitation process at any time without explanation, with no liability to any respondent.
- TechnoServe may, at its discretion, accept all or part of a respondent’s offer.
- All information provided by TechnoServe in this solicitation is given in good faith; however, details are subject to change.
- TechnoServe may require respondents to enter into a non-disclosure agreement as a prerequisite for consideration.
- Respondents bear sole responsibility for all costs incurred in connection with the preparation of their response, including any third-party expenses.
- All responses shall become the property of TechnoServe.
- Respondents must fully disclose any conflicts of interest pertaining to this solicitation. Failure to comply may result in disqualification.
