Hiring of an Event Management Firm
[CLOSED] This post is no longer validHiring of an Event Management Firm for the Graduation Day of the 1st Pelsung Cohort Pelsung Office, Gelephu Minfulness City invites sealed quotations from eligible firms/vendors for Pelsung Cohort 1’s formal graduation ceremony and an exhibition-style pitching event.
Hiring of an Event Management Firm for the Graduation Day of the 1st Pelsung Cohort
1. Background
Pelsung is a national initiative aimed at strengthening Bhutan’s future talent pipeline through experiential learning, innovation, and applied problem-solving. Upon successful completion of the programme, Pelsung shall organize the Graduation Day of the 1st Pelsung Cohort, which will include a formal graduation ceremony and an exhibition-style pitching event.
The Graduation Day will feature 78 groups pitching their ideas through individual stalls, in
addition to a central stage programme.
The objective of this assignment is to engage a competent and experienced event management firm to supply, install, operate, and dismantle all event-related infrastructure and technical systems required for the professional and seamless execution of the Graduation Day.
The selected firm shall be responsible for complete end-to-end event setup and management,
including but not limited to the following:
Event Infrastructure
● Tents for pitching stalls and designated areas
● Main stage setup suitable for a graduation ceremony and evening concert
● LED wall (Minimum P6, 10x20 ft.)
● Professional sound system suitable for the venue size (Based on vendor’s recommendation)
● Wireless microphones (handheld/lapel)
● Stage lighting
● Pre-event coordination and venue inspection
● On-site technical and operational management during the event
● Dismantling, removal of materials, and venue clean-up after the event
The timeline for the event management shall be as follows:
● Mandatory venue inspection: By 31st December
● Complete setup: At least one (1) day prior to the event day
● Event day: January 7, 2026
● Dismantling and clean-up: Within two days after event
The firm shall adhere to the following minimum performance standards:
a. All items specified in the Scope of Work shall be provided in full quantity and functional condition.
b. All technical systems (sound, microphones, LED screen/projector, lighting, power backup)
shall be professionally installed, tested, and fully operational prior to the event.
c. The complete event setup shall be finished no later than one (1) day before the event day.
d. The venue shall be restored to its original condition after dismantling and clean-up.
e. Specific technical specifications for backdrop, sound system, microphones, LED screen, and projector shall be complied with as per annexed requirements to be issued by the procuring agency.
● 30% Advance Payment: Upon signing of the contract
● 70% Final Payment: Upon successful completion of the event, dismantling of all installations, venue clean-up, and certification of satisfactory performance by the procuring agency
The following penalties shall apply in the event of non-compliance:
a. Failure to report for mandatory venue inspection:
A penalty of 10% shall be deducted from the total contract value.
The procuring agency reserves the right to impose penalties, demand rectification at no additional cost, or partially withhold payment.
A penalty of 30% shall be imposed, and the agency reserves the right to engage an alternative service provider at the risk and cost of the firm.
Once the vendor has been awarded and both parties have signed the contract, if the vendor wishes to withdraw due to non-force majeure reasons, the vendor must pay a penalty of 10% of the original contract cost.
Interested firms must:
● Be legally registered as an event management or service provider
● Have proven experience in managing large-scale events, exhibitions, or conferences
● Demonstrate technical and logistical capacity to manage multiple stalls and stage operation
● Company profile and relevant experience
● Technical proposal, including numbers of personnel that can be deployed for the event full time.
● Financial proposal with detailed cost breakdown (must include cost for accommodation, transportation)
The contract shall remain valid for the duration of event preparation, execution, and post-event
dismantling and clean-up.
Contact Details
media@innovateforgmc.bt
17629997/ 17307613
Hiring of an Event Management Firm for the Graduation Day of the 1st Pelsung Cohort Pelsung Office, Gelephu Minfulness City invites sealed quotations from eligible firms/vendors for Pelsung Cohort 1’s formal graduation ceremony and an exhibition-style pitching event.
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Contact Details
media@innovateforgmc.bt
17629997/ 17307613
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Contact Details
media@innovateforgmc.bt
17629997/ 17307613