Event Organiser Vendor for AIM ASEAN Regional Stakeholder Forum

Background

Three decades after ASEAN was established, ASEAN leaders recognised that: there remained inadequate shared prosperity, ASEAN awareness and contact among the people of ASEAN. It was of this concern that ASEAN leaders established ASEAN Foundation in Jakarta, Indonesia, at ASEAN’s 30^th Anniversary Summit in Kuala Lumpur, Malaysia, on 15 December 1997.

The ASEAN Foundation is an organisation from and for the people of ASEAN. The Foundation exists because of one vision: to build a cohesive and prosperous ASEAN Community. As an ASEAN body, the Foundation is tasked to support ASEAN mainly in promoting awareness, identity, interaction and development of the people of ASEAN. For more information, visit: www.aseanfoundation.org.

Small businesses are the heart of Southeast Asia’s economy, but in an increasingly digital world, many micro, small, and medium enterprises (MSMEs) face challenges in accessing and applying emerging technologies like Artificial Intelligence (AI). To help bridge this gap, the ASEAN Foundation in partnership with AVPN, through the AI Opportunity Fund: Asia-Pacific with support from Google.org and the Asian Development Bank, are launching the AI for MSME Advancement in ASEAN (AIM ASEAN) programme.

AIM ASEAN is a two-year regional initiative that goes beyond training. It includes a strong policy engagement component, convening national and regional dialogues to support a more enabling ecosystem for AI adoption among MSMEs. The programme has been officially endorsed by the ASEAN Coordinating Committee on MSMEs, affirming its role as a key regional initiative aligned with the goals of ASEAN Vision 2045. The launch of AIM ASEAN will spotlight the introduction of local implementing partners (LIPs) who will bring the programme to life on the ground in all ASEAN Member States. These LIPs will play a critical role in equipping 100,000 MSMEs across the region with the knowledge and tools to harness AI in meaningful, business-enhancing way.

The training will be tailored to the real-world challenges faced by micro, small, and medium enterprises (MSMEs), focusing on practical applications such as AI-driven marketing, smarter inventory and operations management, and improved financial planning. By developing and adapting context-specific learning materials, the Local Implementing Partners (LIPs) will ensure that small business owners across sectors, including retail, agriculture, services, and manufacturing, can experience tangible and relevant benefits from AI adoption.

The AI for MSME Advancement Programme in ASEAN (AIM ASEAN), led by the ASEAN Foundation in partnership with AVPN, with support from Google.org and the Asian Development Bank (ADB), will organize the AIM ASEAN Regional Stakeholders Forum: Integrating AI for Inclusive MSME Growth in ASEAN on 2 February 2027 in Singapore. Endorsed by the ASEAN Coordinating Committee on Micro, Small and Medium Enterprises (ACCMSME), the Forum serves as a strategic platform to share vital knowledge, present grassroots learnings from Local Implementing Partners (LIPs) and beneficiaries, and facilitate high-level regional policy dialogue to support inclusive AI adoption for MSMEs across ASEAN.

The event will convene approximately 80–100 key regional stakeholders, including representatives from the ASEAN Secretariat, ACCMSME, high-level government officials, development partners, private sector leaders, academia, and MSME beneficiaries. The one-day forum features opening ceremonies, keynote remarks, panel discussions, interactive showcases, and a collaborative Policy-Lab session.

To ensure the seamless execution of the forum, facilitate structured policy discussions and high-level networking, and deliver a professional environment for multi-country delegates and project personnel, an experienced Event Organiser (EO) based in or operating in Singapore is required. The selected service provider will deliver comprehensive end-to-end event management—including stage design and venue branding/production, full audio-visual and technical support, professional Master of Ceremonies (Emcee) and documentation services (photography and videography), as well as on-site operational and registration desk coordination in accordance with the programme’s diplomatic and operational standards.

Objective

The primary objective of hiring an Event Organiser (EO) is to manage the end-to-end event execution, production, and hospitality for the AIM ASEAN RSF in Singapore.

Specifically, the selected vendor will be responsible for:

1. Providing end-to-end event management, production setup, and on-site operational coordination prior to and throughout the forum.
2. Coordinating event logistics, production materials (branding/collaterals), audio-visual (AV) setups, and registration desk execution.
3. Providing a qualified, professional English-speaking Master of Ceremonies (Emcee).
4. Providing high-quality documentation services, including photography and videography.

Event Details

Event Name: AIM ASEAN Regional Stakeholder Forum

Location: Singapore

Day, Date: 2 February 2027 (tentative)

Duration: 1 day

Participants: ±100 pax

Event format: Speeches, launching gimmick, presentation, panel discussion, roundtable discussion, focus group discussion, sandbox/booth, and doorstop

Timeline and General Event Agenda

Duties and Responsibilities

The ASEAN Foundation is looking for an event organiser (“vendor”) to support the implementation of the AIM ASEAN Regional Stakeholder Forum. The selected vendor will work closely with the ASEAN Foundation’s Communication and Stakeholder Engagement Officer and Project Administration & Finance Officer for the ASEAN AIM ASEAN to ensure that the service is properly prepared and delivered in accordance with the programme requirements and will perform the following responsibilities:

• Logistics Production and Arrangement
  • Conduct survey visits to several hotel candidates to ensure alignment with programme needs. This includes checking:
    • the capacity of meeting rooms, foyer, secretariat room, as well as whether they are comfortably located next to each other,
    • the capacity of prayer room, restrooms, lobby, and restaurant
    • the space to put backdrop inside or outside the meeting room,
    • the traffic situation in the hotel surroundings;
  • Provide LED/Videotron (if needed), lighting equipment, sound system equipment, flower decorations, centerpiece for each table throughout the agenda;
  • Provide operator(s) during the agenda to operate digital assets and ensure that the LED/Videotron and other IT-related rented equipment work properly during the agenda;
  • Produce standing banners, merchandise, lanyards and ID cards, certificates, winning boards, placards, acrylic placard holders, portable podium with customized printed cover, stage marking names. Detailed quantity will be outlined on the Request for Quotation document;
  • Provide printer, paper, stage marking tape, electronic tablet, and flagpoles;
  • Set up all AIM ASEAN logistics and collaterals prior the agenda and remove the logistics after the agenda;
  • Handle registration of participants at the registration desk.
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• Emcee & Documentation
  • Suggest and provide a list of English-speaking emcees for the agenda, complete with their CV and portfolio;
  • Provide an English-speaking photographer and videographer for the agenda;
  • Disburse payment to an emcee, photographer, and videographer.

Expected Outcomes

• Smooth and seamless execution of a high-level regional forum meeting international and ASEAN diplomatic standards.
• High-quality branded collaterals, stage setups, and reliable AV/digital equipment operation during all sessions.
• Professional photo documentation package and high-resolution event video highlight reel capturing key discussions, panel sessions, Policy-Lab deliberations, and photo opportunities.
• Consolidated participant registration records and report of event execution.

Compliance and Operational Protocols

To ensure the safety, inclusivity, and diplomatic integrity of the convening, the following institutional standards must be strictly upheld by all contracted vendors:

Participant Safety: As the convening involves diverse participants, the venue and organizers must ensure a safe and respectful professional environment. This includes:

• Strict adherence to a zero-tolerance policy for any form of harassment, discrimination, or misconduct;
  • Providing a dedicated focal point for any participant requiring support during the event.

Privacy and Confidentiality: All personal data collected during the registration and execution of the convening will be managed in accordance with regional data privacy standards. Photo/video release forms must be signed prior to any media capture.

Inclusivity and Accessibility: The convening is committed to the principle of “Leaving No One Behind,” ensuring the venue and materials are accessible to all:

• Physical Accessibility: The venue must be fully ADA-compliant, offering barrier-free access for participants with physical disabilities.
  • Inclusive Content: Presentation materials should be designed with high-contrast visuals and clear language to ensure cognitive accessibility.
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Cultural and Religious Sensitivity: In recognition of the diverse cultural landscape of the 11 ASEAN Member States, the following protocols are mandatory:

• All food and beverages served must be strictly Halal-certified, with vegan option provided;
  • The event schedule will include adequate breaks to accommodate prayer times, and a dedicated prayer room must be available at the venue.

Environmental Sustainability: In alignment with the project’s commitment to responsible resource management, the convening will strive for a “Low-Waste” footprint by prioritising digital materials over printing and eliminating single-use plastics throughout the venue.

Qualifications

• The prospective service provider must meet the following criteria to be eligible for the bidding process:
• A minimum of five (5) years of experience in managing or hosting high-level regional convenings, with a proven track record of handling diverse participant groups and complex event scales.
• Must be a legally registered entity with all necessary permits, licenses, and professional credentials to operate within Singapore.
• Proficiency in standard audio-visual setups, with the scalability to support hybrid meeting platforms if requested.
• Prior experience working with intergovernmental organisations (e.g., ASEAN, UN), international NGOs, or multi-stakeholder coalitions.
• Proven ability to operate effectively in a multi-stakeholder, cross-cultural setting, with sensitivity to the diplomatic protocols required for regional-level engagements.
• Demonstrated ability to work under tight timelines while maintaining high-quality deliverables and a responsive approach to iterative stakeholder feedback.

Services Fee

Interested service providers are required to propose a quotation by completing the Request for Quotation (RFQ) Form. To ensure transparency and competitiveness, all submissions will undergo a formal bidding process in accordance with ASEAN Foundation procurement regulations. The quotation must be all-inclusive of professional fees, operational costs, and applicable taxes based on the vendor’s country of operation.

A lump sum quotation is required, including fees for delivering all the required services. The price written in the proposal should indicate a “lump sum amount” which is “all inclusive” for the scope of work specified in the Terms of Reference.

Payment shall be made according to the payment schedule agreed in the consultancy contract. Each payment shall be conditional upon:

• submission of the relevant deliverable;

• written acceptance of the deliverable by the ASEAN Foundation; and

• submission of a valid invoice and any supporting documents required by the ASEAN Foundation.

Deliverable Review and Acceptance

• All deliverables submitted by the vendor shall be subject to review and written acceptance by the ASEAN Foundation. The review process shall be as follows:
• The vendor submits the deliverable according to the agreed timeline;
• The ASEAN Foundation will review the deliverable and provide consolidated comments within a reasonable period;
• The vendor shall address the comments and submit a revised version;
• The vendor shall provide up to two (2) rounds of revisions for each substantive deliverable at no additional cost;
• A deliverable shall be considered accepted only upon written confirmation from the ASEAN Foundation that it satisfactorily meets the requirements outlined in the Terms of Reference.
• Acceptance will be assessed based on, but not limited to, the following criteria:
• Completeness and quality of the deliverable;
• Alignment with the agreed scope of work;
• Consistency with ASEAN priorities and programme objectives.

Application Procedure

Eligible organisations interested in applying must submit the following documents

1. Event Organiser Company Profile, that offers an overview of your company;
2. Event Organiser Portfolio, that showcase of your work, including:
   1. Areas of expertise,
   1. Previous projects or achievements,
   1. supporting documentations (photos),
   1. Notable partners and previous collaborations;
3. Company licenses & credentials, e.g. relevant business registrations, certifications, or accreditations;
4. A completed Request for Quotation (RFQ) Form outlining all the goods/services specification and price. Please ensure you complete the Attachment A in the RFQ form. Also, provide lumpsum/total value of quotation in US Dollars (USD), inclusive of all professional fees, operational costs, administrative expenses, activity and travel expenses, applicable taxes, VAT, and any other costs necessary for successful completion of the assignment. Applicants must complete the Request for Quotation Form, which can be downloaded HERE.

Please submit the application documents by latest on Friday, 26 October 2026 (23.59 GMT+7) with email subject “RSF Event Organiser – AIM ASEAN -[Company Name]” to [email protected] and CC to [email protected]; [email protected]; shafa.setyoputri@aseanfoundation.org; [email protected]

Key Personnel

The selected vendor shall assign the key personnel proposed in its technical proposal throughout the duration of the service.

Any replacement of key personnel shall require the prior written approval of the ASEAN Foundation. Replacement personnel shall possess qualifications and experience that are equal to or exceed those of the originally proposed personnel.

Confidentiality and Intellectual Property

The vendor shall maintain strict confidentiality regarding all non-public information obtained during the consultancy service and any other confidential information shared by the ASEAN Foundation or its partners. Such information shall not be disclosed to any third party without the prior written consent of the ASEAN Foundation, unless required by applicable law.

All reports, presentation materials, workshop outputs, datasets, and any other deliverables produced under this consultancy service shall become the intellectual property of the ASEAN Foundation. The Agency shall not reproduce, publish, or use these materials for purposes outside this consultancy without prior written approval from the ASEAN Foundation.

Queries

Send any inquiries to [email protected]; with email subject “[Inquiry] RSF Event Organiser – AIM ASEAN ”