Introduction
Swisscontact, Swiss Foundation for Technical Cooperation, is headquartered in Zurich and was founded in 1959 by leading figures from the Swiss private sector and Swiss universities. It is exclusively involved in international cooperation and since 1961 has carried out its mandated projects. In Bangladesh, Swisscontact is registered as an international non-governmental organisation (INGO) under the NGO Affairs Bureau, Government of the People's Republic of Bangladesh.
Overview of the Project (PROGRESS)
The Promoting Green Growth in the Ready-Made Garments Sector through Skills (PROGRESS) is a four-year (2022–26) project funded by the Embassy of Sweden and the Embassy of Switzerland in Bangladesh and implemented by Swisscontact. The project supports RMG factories to advance in green transition by building their resilience and competitiveness. The PROGRESS project drives sustainable growth in the RMG sector through a market-driven approach. The project has two major components. The first component: Skills & Productivity, aims at improving the technical skills and productivity of RMG workers. Under this component with support from the project, the Consultancy Service Providers (CSPs)1 develop the skills of the RMG workers in areas like low performance, zero defect, women leadership etc. which make them more competent and productive. Besides, the project supports the factories developing an in-house training system to ensure the sustainability of these initiatives. The second component: Environment Social & Governance (ESG) Compliance, supports RMG factories in their journey of decarbonisation. The CSPs with support from the project assess the factories’ status of carbon emissions at baseline and help them develop tailored pathways to reach net-zero emissions, while also promoting sustainability reporting in line with international reporting frameworks and standards. PROGRESS facilitates partnerships between CSPs and RMG factories to deliver commercially viable solutions. Especially, the project strengthens the local service market, enabling factories to access affordable solutions and digital tools to support their decarbonisation journey. Additionally, by leveraging collaborations with international brands, PROGRESS ensures solutions are aligned with industry demand. The ultimate objective is to increase the retention rates and income of the workers, including 60% women while fostering improved productivity, and environmental and social compliance at factory level. To effectively document these efforts, high-quality photographs and audiovisual content are required to capture implementation processes, challenges, and key learnings. These visuals will be used in organizational and project reports, regular presentations, and advocacy efforts with key stakeholders.
PURPOSE OF THIS FRAMEWORK CONTRACT
Swisscontact intends to establish a framework agreement with a qualified end-to-end event management firm for a series of PROGRESS events planned between October 2026 and June 2027. The framework will establish agreed service standards, unit rates and implementation arrangements so that individual events can be commissioned through separate work orders/call-offs without conducting a full procurement process for each event.
The framework does not guarantee a minimum volume or total contract value. Each work order will specify the event brief, selected service components, quantities, venue, timeline, deliverables and approved ceiling amount.
OBJECTIVE
The objective is to engage an experienced and creative event management firm to conceptualise, design, coordinate and deliver professional PROGRESS events that are aligned with Swisscontact's brand, donor communication standards, sustainability commitments and the purpose of each event. The firm should be able to translate each event theme into a distinct visual identity and experience while maintaining consistent quality across the framework period.
FRAMEWORK PERIOD
The expected framework period is October 2026 -June 2027. Exact event dates will be communicated through individual work orders.
ROLE OF THE SERVICE PROVIDER
The selected service provider will provide end-to-end support for individual events as requested in the relevant work order. Depending on the event, the scope may include the following:
1. Event Planning and Management
- Develop a detailed event implementation plan, production schedule, checklist and responsibility matrix.
- Coordinate with Swisscontact, the selected venue and relevant suppliers on layout, access, setup, rehearsals and event-day operations.
- Prepare guest flow, seating, registration and event support arrangements.
- Deploy adequate event-management personnel and on-ground support staff.
- Manage installation, dismantling and handover of event materials and reusable assets.
2. Creative Concept, Communications and Branding
- Develop a distinct creative direction and Event Key Visual (KV) based on the event theme and approved communication objectives.
- Prepare visual adaptations for stage/LED screens or backdrops, registration areas, directional signage, podium, banners, agenda screens, name cards, table materials and other visibility items as required.
- Develop thematic event installations, photo opportunities, learning displays, exhibition/kiosk concepts or interactive elements where relevant.
- Ensure all designs follow Swisscontact branding and applicable donor visibility requirements.
- Provide editable/source files and print-ready/digital files for all approved designs.
3. Technical Production and Venue Setup
- Provide and manage stage structures, LED screens, sound systems, microphones, lighting, comfort monitors and related technical equipment as specified in the work order.
- Design and set up registration counters/booths, thematic display areas, kiosks or exhibition booths where required.
- Provide power connections, cabling, technical operators and required furniture for event production elements.
- Conduct technical testing and rehearsal before the event begins.
4. Guest Materials and Gift Packs
- Gift packs will vary by event. The firm will be expected to propose practical, aesthetically coherent and sustainable options that suit the event audience and theme. Indicative packages may include:
- Standard sustainable participant pack: reusable tote or document bag, notebook/diary and pen.
- Compact validation/workshop pack: notebook/diary, pen and reusable pouch/tote or similar functional item.
- Thematic event pack: branded sustainable bag/pouch, notebook and pen, with one event-relevant locally sourced or reusable item proposed by the firm.
- Executive event pack: executive bag/portfolio or equivalent premium reusable item, notebook/diary, pen and one suitable thematic item.
The above are indicative only. Bidders are encouraged to propose stronger alternatives as part of their technical proposal. Final items, quantities, materials and branding will be approved separately for each work order.
5. Photography, Videography and Digital Content
- Provide professional event photography and deliver an edited high-resolution photo set as specified in the work order.
- Provide professional video coverage where required, including full-session recording or selected coverage.
- Develop event highlight reel(s) or short-form social media content where commissioned.
- Transfer all final approved files and relevant raw footage to Swisscontact.
TENTATIVE EVENTS UNDER THE FRAMEWORK
Event 1: Dissemination Event on Climate Finance and Trade Competitiveness
PROGRESS has conducted two studies focusing on Climate Finance and Trade Competitiveness in Bangladesh’s RMG sector. A half-day dissemination event will be organised to present the key findings, recommendations and implications of the studies to relevant stakeholders.
- Tentative period: October–December 2026
- Expected participants: Approximately 100
- Duration: Half-day
- Venue: TBA
Event 2: Gender Study Validation Event
PROGRESS is conducting a study focusing on gender-related issues within the RMG sector. A validation event will be organised to present the preliminary findings and recommendations and obtain feedback from relevant stakeholders before finalisation of the study.
- Tentative period: Late 2026 / early 2027
- Expected participants: Approximately 60–80
- Venue: To be confirmed
Event 3: Gender Study Dissemination / International Women’s Day Event
Following completion of the gender study, PROGRESS plans to organise a larger dissemination event around International Women’s Day 2027 to communicate the study findings and facilitate wider discussion with industry and development stakeholders.
- Tentative period: March 2027
- Expected participants: To be confirmed
- Venue: To be confirmed
Event 4: PROGRESS Project Learning Event
A large-scale learning event will be organised to showcase the experiences, achievements, lessons and evidence generated during the first phase of PROGRESS and to communicate how these learnings will contribute to the project's next phase.
- Tentative period: Before June 2027
- Expected participants: Approximately 200–250
- Venue: To be confirmed
- This will be one of the major events under the framework and will require a high-impact event identity and comprehensive branding and production setup.
Event 5: Event to be Confirmed
A fifth PROGRESS event is expected to take place during the framework period. The objective, participant size, duration and specific requirements will be confirmed later.
- Tentative period: By June 2027
- Event details: To be confirmed
- The assignment will be commissioned through a separate work order using the agreed framework unit rates.
SPECIFIC REQUIREMENTS
The following specific requirements are expected to be fulfilled by the Event Management Firm.
| SL Activity |
Qty |
Remarks |
1
Event creative concept + Key Visual |
1 |
Still and Animated KV |
2
Stage with wings |
1 |
|
3
Signage (Digital) |
As Per Venue |
From the hotel gate to the entrance of the venue |
4
Registration booth |
1 |
Registration booth design with 3 tablets connected to our IT server if needed in case of digital attendence |
5
Photobooth |
1 |
|
6
Kiosk with minimal Sound |
As per need |
|
7
Banner design (digital) |
1 |
|
8
Banner design printed in environment friendly material |
1 |
|
9
Table Topper |
1 |
As per needed according to the venue decoration |
10
Exhibition booths |
1 |
Thematic and Exhibition style stall when needed |
|
11
Infographic installation |
1 |
|
12
Branded Podium |
1 |
|
13
LED screen |
1 |
Per sq ft price |
14
Curved LED screen |
1 |
Per sq ft price |
15
Comfort Screen |
1 |
|
16
Sound System |
As per Venue |
|
18
Lights |
As per need |
|
19
ID Card |
1 |
|
20
Event KV themed gift-packs:
The event management firm is requested to propose suitable gift materials under three categories: Premium Package, Executive Package, and General Package.
For each package, the firm may propose multiple gift items. |
1 |
The proposal should therefore clearly indicate:
- Name and brief description of each proposed gift item;
- Unit price of each individual item;
- Total estimated cost of the proposed package.
|
21
Event photographs (standard event photo quality) |
1 |
|
22
Event videography live and recording (HD, 1080P, 4K quality) |
1 |
|
23
HR support (for registration booth and event support) |
1 |
|
24
PR Support for digital and print media |
|
|
25
Knowledge Product / Information Product Design |
Per page |
Design and layout of knowledge products such as one-pagers, two-pagers, briefs, factsheets, brochures, six-pagers and similar communication/KM products. Includes visual layout, charts/graphs, icons, infographics, formatting and preparation of digital and print-ready files based on content provided by Swisscontact. |
26
Knowledge Product / Information Product Printing |
Per copy / based on page count |
Printing of approved knowledge products using good-quality sustainable/recycled/FSC-certified or equivalent environmentally responsible paper, including finishing as required. Final paper specification, size, page count and quantity will be confirmed through the individual work order. |
VENUE
The final venue for each event is yet to be confirmed. Events are expected to take place in Dhaka, most likely in the Gulshan-Banani area or comparable locations capable of accommodating the relevant participant numbers and technical requirements. The selected firm will be expected to coordinate closely with the confirmed venue on layout, access, installation, technical requirements and event-day operations.
SUSTAINABILITY CONSIDERATIONS
- Prioritise reusable, recyclable, locally sourced or biodegradable materials for branding, print items and merchandise.
- Minimise single-use plastic, excessive packaging and unnecessary disposable décor.
- Design reusable event structures and branding systems where feasible across multiple PROGRESS events.
- Recommend practical sustainable alternatives when proposing gift items and event materials.
- Manage dismantling, reuse and disposal of event materials responsibly.
DELIVERABLES
Deliverables will be finalised in each work order. Depending on the assignment, the event management firm may be required to provide:
- Approved event implementation plan, production schedule and checklist.
- Approved KV, branding adaptations and all final editable/source and production-ready design files.
- Completed event setup, technical production, registration arrangements, branding and event-day management.
- Approved gift packs, participant materials and other commissioned items.
- Edited event photographs and video outputs within the timeline specified in the work order.
- Event reel(s) or social-media-ready outputs where commissioned.
- Attendance/registration data where the firm manages registration.
- Post-event handover note, including final layouts, inventory of reusable materials and transfer of remaining branded items to Swisscontact where applicable.
EVALUATION CRITERIA, SCORING, AND SELECTION PROCESS
The evaluation will be conducted in three stages, with a total score of 100 marks. Stage 1 will carry 60 marks, Stage 2 will carry 30 marks, and Stage 3 will carry 10 marks.
The minimum qualifying score for Stage 1 shall be 42 marks (70% of 60 marks). Applicants scoring less than 42 marks in Stage 1 will not be considered for Stages 2 and 3. Detailed information is provided below.
| Criteria |
Maximum Score |
| Stage 1: Technical Proposal Evaluation |
| Originality and creativity of the proposed branding approach |
15 |
| Relevance and appropriateness to the project, Swisscontact's values, target audience, and brand identity |
15 |
| Quality of previous work samples demonstrating creativity, design capability, and branding expertise |
15 |
| Team structure, relevant expertise, project management approach, and communication plan |
15 |
| Total: Stage 1 |
60 |
| Stage 2: Financial proposal Evaluation |
| Financial proposal |
20 |
| Stage 3: Presentation |
| Presentation |
10 |
| Total Score |
100 |
Ethical & Consent Guidelines
All visuals must be captured with informed consent. The service provider must comply with Swisscontact’s photography policy and ensure that no imagery compromises the dignity, safety, or privacy of any individual.
Reporting Cast
The Service Provider will report directly to the PROGRESS Team Leader and collaborate closely with the PROGRESS KCM team, providing regular updates. Additionally, is expected to maintain seamless communication with team members to ensure timely execution of project tasks and adherence to strategic objectives.
SUBMISSION OF LEGAL DOCUMENTS
It is mandatory for the bidding agency/firm to submit documentary evidence demonstrating their legal, taxation and financial status. This includes:
- A technical proposal elaborating the understanding of the assignment, proposed methodology, assessment tools, timeline (activity plan), key staff profiles etc.
- A separate Financial Proposal setting out a detailed budget for the assignment, inclusive of all applicable taxes, in BDT.
- A summary of relevant services provided during the last 3 years.
- CVs of the key personnel who will be involved in the assignment.
- A list of the existing clientele of the organisation.
- It is mandatory for the bidding organisations to submit documentary evidence demonstrating their legal, taxation, and financial status. This includes:
- A certificate of incorporation (for individual companies, a trade license), Registration-related documents (trade license, registration with any government entities).
- Tax Identification Number (TIN).
- Business Identification Number (BIN).
- Latest PSR (Proof of Submission of the Return).
SUBMISSION DETAILS
The agency/firm is requested to specify the proven experienced technical expert within the proposed team in respect to factory level productivity, environmental and social compliance, and gender.
The proposal must be submitted (Financial and Technical proposal separately) via email to [email protected] by 14 October 2026. The email subject line must state: Hiring an End-To-End Event Management Firm to Organise PROGRESS Events.
Ownership
Swisscontact will own the intellectual property rights of the documents and materials prepared under this assignment. The report(s) or documents or any part, therefore, cannot be sold, used, shared, presented or reproduced in any manner without prior approval of Swisscontact.
Late or incomplete submissions will not be considered. Only shortlisted vendors/firms will be called for the next steps. Swisscontact reserves the right to accept or reject any application, in part or full, or cancel the entire procurement process without assigning any reason whatsoever. Submission of an application does not guarantee the award of the contract.
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