Hotel Accommodation & Meeting Package 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 accommodate multi-country delegates and project personnel, an experienced hotel and hospitality provider in Singapore is required. The selected service provider will deliver comprehensive hotel accommodation and full-day meeting package facilities—including suitable main plenary and breakout meeting rooms, technical audiovisual support, full-board catering (lunch and coffee breaks), and relevant hospitality services in accordance with the programme’s standards.

Objective

The hotel vendor shall be responsible for providing high-quality, safe, and comfortable lodging options that cater to the diverse needs of multi-country delegates, government officials, and event participants. This includes providing well-appointed rooms equipped with standard modern amenities.

In terms of conference and event facilities, the vendor will be responsible for providing a main plenary ballroom/conference room equipped with state-of-the-art audio-visual equipment, high-speed internet access, and versatile seating arrangements. The facilities must comfortably accommodate high-level opening ceremonies, panel sessions, and photo opportunities, as well as collaborative Policy-Lab breakout group setups. Additionally, the vendor will manage the provision of full-day meeting package services, including morning and afternoon coffee breaks and lunch, to ensure participants and high-level guests are well-supported throughout the event.

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

Duties & Responsibilities

The selected hotel shall provide the following services:

Accommodation Services

• Guest rooms of appropriate category for VIPs and general participants
• Daily breakfast included
• In-room amenities (drinking water, tea/coffee facilities)
• Support for early check-in / late check-out (subject to availability)
• Dedicated hotel focal point for accommodation coordination
• Meeting & Conference Facilities (if required)
• Main plenary ballroom with capacity for ±100 participants (if required)
• Meeting room with capacity for ±60 participants (if required)
• Breakout or holding rooms (if required)
• Ballroom and meeting rooms with flexible seating arrangements
• Pre-function or registration area
• Basic meeting equipment, including:
• LCD projector or LED screen
• Sound system and microphones
• Podium
• Flipchart and markers
• Stable internet connection suitable for conference use
• High ceiling height suitable for conference and audio-visual setup
• Foyer area for booth
• Availability of flag poles, as required

Food and Beverage Services (If required)

• Lunch services for participants during meeting days
• Coffee breaks in accordance with the meeting schedule
• Free-flow drinking water during meeting sessions
• Provision of special dietary options, including vegetarian/vegan meals (minimum 5 pax)
• Transport and Transfer Services (If required)
• Local transportation for participants during the event period, if required
• Airport transfer services for VIPs and designated guests

Deliverables

• The hotel service provider shall deliver:
• Confirmed availability of accommodation and meeting facilities
• Dedicated focal point for coordination
• Complete check-out procedures for departing participants and handles any outstanding matters.
• Submission of invoices and supporting documents upon completion of services as per the agreed terms with the ASEAN Foundation.

Qualifications

1. Minimum seven (7) years of experience in providing hospitality and accommodation services, with the property shall be established no more than 30 years ago.
2. Proven experience in hosting international or regional meetings/events, including accommodation and meeting facilities, as demonstrated through hotel profile and past client references
3. Strong customer service focus and the ability to handle the logistics of a multi-day event with international participants
4. Valid hotel business licence and operating permits applicable in the Singapore
5. The hotel must be able to provide halal food options for all meeting packages and event catering
6. Good security system: the hotel security management must have a good relationship with the closest police station; have 24 hours reception and security guard on duty

Payment Terms

1. 100% payment transferred upon completion of services and submission of final invoices, transferred within 14 working days after internal approval of deliverables and all service-related documents.

How to Apply

1. Please send an application which consists of:
2. A hotel company profile that offers an overview of your company.
3. A complete Request for Quotation (RFQ) Form outlining all the goods/services specification and price. (download here)
4. Copy of valid hotel business licence and operating permits
5. Please submit the application documents by 24 October 2026 (18:00 GMT+7 Jakarta time) with email subject “Hotel Accommodation & Meeting Package Regional Stakeholder Forum – AIM ASEAN” to with [email protected] CC to [email protected]; [email protected]; shafa.setyoputri@aseanfoundation.org; [email protected]

Required Intellectual Property Rights

The existing intellectual property rights (including but not limited to patents, copyright and related rights) used in connection with this Agreement shall remain with the respective Party. Any new intellectual property rights resulting from or in connection with the Services under this Agreement (“New IPR”) shall belong to the ASEAN Foundation. For avoidance of doubt, New IPR shall include, but not limited to all or any reports as generated in accordance with this TOR and in relation to the Services.

The Vendor shall request prior written approval from the ASEAN Foundation for any use of intellectual property rights owned by the ASEAN Foundation as a result or in the course of the implementation of this service. The ASEAN Foundation shall not be responsible to provide any approval whatsoever to the Consultant for any use of intellectual property from any other third party.