The Global UGRAD-Pakistan team is seeking a hotel/venue for a small-scale conference in Bangkok, Thailand.

Purpose

IREX, a global development and education organization, is seeking quotes from qualified hotel and conference venues in Bangkok, Thailand to provide accommodation and conferencing facilities for a conference event which will take place between mid-March and late-March 2024.  During the evaluation process, IREX considers vendors based on its price competitiveness, customer service, quality of conference facilities and the ability to host a conference for up to 200 delegates.

Eligibility requirements

Interested parties must submit a proposal, including a breakdown of costs, that demonstrates their capacity to provide the following:

Small-Scale Conference Event over one week between 11 March and 30 March, 2024

• Arrival will begin on Sunday and final departures will begin the following Saturday
• Full conference days will be on Tuesday, Wednesday, and Thursday 
  • Option 1
    • Arrivals: 11 March
    • Full Conference Days: 12 – 14 March
    • Departures: 15 March
  • Option 2
    • Arrivals: 18 March
    • Full Conference Days: 19 – 21 March
    • Departures: 22 March
  • Option 3
    • Arrivals: 25 March
    • Full Conference Days: 19 – 21 March
    • Departures: 22 March

1. Accommodation

• Up to 50 single rooms
• Up to 85 double rooms for up to 200 people sharing
• Honor the conference rates up to seven (7) days before and three (3) days after the event.  All room rates must align with the U.S. government’s per diem maximum for Bangkok**
• Single and double rooms for people with disabilities

Rooms needed

Conferencing

Summary

• Arrival day registration venue to accommodate up to 150 delegates at any given time
• Departure venue to accommodate up to 150 delegates at any given time
• Staff office to accommodate up to 15 people be available from staff arrival date to departure date 
• Help Desk - dedicated information desk for delegates
• Meeting room/Plenary room for up to 200 delegates, theatre style including stage, on conference days (including conference materials, screens and projectors, and AV equipment)
• Two private rooms for prayer/meditation that accommodate at least 20 people for every day of the event.
• Breakaway rooms should include conference materials (notebooks, pens, bottled water), screens and projectors, and AV equipment
  • Up to four (4) break-away rooms with a capacity for 50 delegates
• Reception venue that can accommodate up to 200 delegates
• Green room for speaker and guest preparation
• Meals (breakfast, lunch, teas, and dinner inclusive) for up to 200 delegates 
• Unlimited internet access in meeting rooms and hotel rooms
• Preferred transportation service provider or shuttle services to/from the main international airport for up to 200 delegates
• Staging, sound, and AV services for conferencing days
• Accessibility for people with disabilities

Breakdown

Pre-Arrival

• Dedicated staff office
• Dedicated storage room for 10 days prior to event

Day 1

• Arrival day registration venue with up to six (6) registration tables
• Dedicated staff office and Help Desk
• 2 prayer/meditation rooms each accommodating up to 20 delegates
• Arrival day tea/coffee/water/snack for up to 100 delegates
• Welcome reception - Arrival Day venue for an evening event for up to 200 delegates 
• 20 Single accommodation rooms
• 2 Single ADA accommodation rooms
• 85 Double accommodation rooms
• 3 Double ADA accommodation rooms

Day 3

• Registration venue with one (1) registration table
• Dedicated staff office, Help Desk, and COVID-19 testing unit
• Green room for speaker/guest preparation
• Plenary room accommodating up to 200 delegates 
• 4 breakaway rooms each accommodating 50 delegates
• 2 prayer/meditation rooms each accommodating up to 20 delegates
• 50 Single accommodation rooms
• 2 Single ADA accommodation rooms
• 85 Double accommodation rooms
• 3 Double ADA accommodation rooms
• Breakfast for 200 delegates
• Lunch for 200 delegates
• Dinner for 200 delegates

Day 4

• Registration venue with one (1) registration table
• Dedicated staff office, Help Desk, and COVID-19 testing unit
• Green room for speaker/guest preparation
• Plenary room accommodating up to 200 delegates 
• 4 breakaway rooms each accommodating 50 delegates
• 2 prayer/meditation rooms each accommodating up to 20 delegates
• 50 Single accommodation rooms
• 2 Single ADA accommodation rooms
• 85 Double accommodation rooms
• 3 Double ADA accommodation rooms
• Breakfast for 200 delegates
• Lunch for 200 delegates
• Dinner for 200 delegates

Day 5

• Dedicated staff office, Help Desk, and COVID-19 testing unit
• 2 prayer/meditation rooms each accommodating up to 20 delegates
• Departure lounge to accommodate up to 50 delegates and their luggage
• 20 Single accommodation rooms
• 2 Single ADA accommodation rooms
• 20 Double accommodation rooms
• 3 Double ADA accommodation rooms
• Breakfast for 200 delegates

Post-Departure

• Dedicated staff office
• Dedicated storage room for up to 3 days after the event

3. Important information to include:

• Please include a copy of your COVID-19 response policy if relevant.
• Provide 1-2 examples, including references, of a large-scale event hosted in the last 12 months (including the name of the event, size, hosting company/organization, and contact details).
• Complete the attached security self-assessment.

Application Deadline

August 11, 2023

How to submit a proposal

1. Submit proposals to ajacobs@irex.org with the subject line 2024 UGRAD Bangkok.

All proposals must be valid for a period of no less than sixty (60) calendar days from the closing date.

The criteria for evaluating proposals include:

• Ability to host and accommodate 200 delegates
• Overall price competitiveness
• Ability to meet the proposal requirements
• Flexibility and customer service
• Professional quality of conference facilities
• Available dates
• Comprehensive COVID-19 response policy
• Physical security response policy

IREX reserves the right, based on availability of funding and vendor performance, to enter into subsequent contractual agreements with the winning vendor for a period of up to three years without issuing a new RFP (Request for Proposals).

In the event IREX feels that the selected vendor is unable to uphold their end of the agreement, unable to execute in preproduction, or unable to deliver upon that which is promised and agreed upon, IREX reserves the right to terminate the agreement with any and all deposits made refundable at 100%, up to 30 days before event start date.

** Please note that these above-mentioned events are funded by a grant from the U.S. Department of State, and according to stipulations in said grant, IREX must pay no more than the U.S. Government lodging rate per night for the specified dates and periods.  IREX is a 501 (c)(3) organization and certified Tax Exempt in the District of Columbia.

Questions?

Contact Adrienne Jacobs at ajacobs@irex.org.