Assignment Description

Event Management Services for “Democracy Artivism: Art Demonstration”

1. Background

Youth Initiative invites proposals from qualified, experienced, and creative event management agencies, companies, and service providers for the comprehensive management and execution of “Democracy Artivism: Art Demonstration”, to be organized in Kathmandu, Nepal.

Democracy is strengthened not only through formal institutions and electoral processes but also through active civic participation, freedom of expression, creative engagement, and collective action. Art serves as a powerful medium for communicating democratic values, challenging social narratives, encouraging critical reflection, and promoting meaningful public dialogue.

Artivism, a combination of art and activism, offers an innovative approach to connecting artistic expression with civic engagement and democratic participation. It creates opportunities for young people, artists, and communities to communicate ideas, express perspectives, and engage with contemporary democratic issues through creative and participatory activities.

The Democracy Artivism: Art Demonstration event aims to create an engaging platform where art and democratic expression intersect. Through artistic demonstrations, creative displays, performances, and interactive engagement, the event will encourage participants and audiences to explore democratic principles, freedom of expression, youth participation, inclusion, accountability, and social transformation.

To ensure the professional, creative, and effective implementation of the event, Youth Initiative seeks to engage a competent event management service provider responsible for the overall planning, logistical arrangements, technical production, creative setup, coordination, and execution of the programme.

2. Objectives of the Assignment

The overall objective of this assignment is to ensure the successful planning, coordination, production, and execution of the Democracy Artivism: Art Demonstration event through professional event management services.

The specific objectives are to:

1. Ensure comprehensive planning and professional execution of the four-hour event.

2. Create an engaging and visually appealing event environment reflecting the themes of democracy, artistic expression, and civic participation.

3. Facilitate the effective presentation of artistic demonstrations, creative performances, and interactive activities.

4. Ensure appropriate venue arrangements, stage management, technical production, sound, lighting, and event infrastructure.

5. Provide effective coordination among artists, performers, facilitators, participants, invited guests, and other stakeholders.

6. Ensure a smooth participant experience through appropriate registration, hospitality, logistics, and event support.

7. Enhance the visibility and documentation of the event through professional photography, videography, and branding.

8. Ensure an inclusive, accessible, safe, and well-coordinated event environment.

3. Event Overview

The event will be implemented through a combination of artistic presentations, demonstrations, creative displays, and audience engagement activities. The final programme and artistic components will be determined by Youth Initiative in consultation with the selected service provider.

4. Scope of Work

The selected event management service provider will be responsible for the complete management of the event, from preparatory planning through event-day implementation and post-event reporting.

The scope of work will include, but will not be limited to, the following:

4.1 Event Planning and Concept Development

The service provider shall:

• Develop a comprehensive event management and implementation plan.

• Understand and translate the event theme into an appropriate creative and operational concept.

• Prepare a detailed event implementation strategy and production schedule.

• Develop an event layout and space utilization plan.

• Prepare a detailed operational checklist and responsibility matrix.

• Coordinate with Youth Initiative to finalize programme requirements.

• Identify logistical, technical, and operational requirements.

• Conduct preliminary venue assessment and technical inspection.

• Develop an event-day run sheet and contingency plan.

• Participate in coordination meetings with Youth Initiative.

4.2 Venue Arrangement and Infrastructure Management

The service provider shall identify, arrange, and manage a suitable venue in Kathmandu that accommodates the event's artistic, technical, and audience engagement requirements.

Responsibilities include:

• Identification and arrangement of an appropriate event venue.

• Venue booking and coordination with management.

• Preparation of venue layout and space allocation.

• Stage and platform arrangements, where required.

• Dedicated areas for artistic demonstrations and creative displays.

• Exhibition and artwork display arrangements.

• Participant seating and audience circulation arrangements.

• Registration and reception area setup.

• Backstage and artist preparation space.

• Electrical connections and power backup arrangements.

• Drinking water and necessary sanitation facilities.

• Accessibility arrangements for participants with disabilities, as applicable.

• Venue cleaning, maintenance, and post-event handover.

The proposed venue and layout must receive prior approval from Youth Initiative.

4.3 Stage, Sound, Lighting and Technical Production

The service provider shall arrange and manage all technical and production requirements necessary for the smooth implementation of the event.

This includes:

• Stage, platform, and necessary structural arrangements.

• Professional sound system suitable for the venue and audience size.

• Wireless and wired microphones, as required.

• Audio mixer, speakers, and necessary accessories.

• Appropriate stage and ambient lighting.

• LED screen, projector, or display equipment, if required.

• Technical equipment for live artistic presentations and demonstrations.

• Extension cables, electrical accessories, and backup power arrangements.

• Professional technical operators.

• Sound checks and technical rehearsals before the event.

• On-site technical troubleshooting and support throughout the programme.

All technical arrangements must be tested and approved before the commencement of the event.

4.4 Creative Event Setup, Branding and Visibility

The service provider shall develop and execute a creative event setup that communicates the central theme of democracy and artivism.

The responsibilities include:

• Development of the event's visual and spatial setup concept.

• Stage backdrop design and production.

• Entrance branding and event identification.

• Registration desk branding.

• Directional and informational signage.

• Display arrangements for artworks and creative materials.

• Thematic installations and creative presentation spaces, where required.

• Production of banners, standees, posters, and other visibility materials.

• Appropriate branding of the venue.

• Installation and dismantling of all event branding materials.

All designs, artwork, branding concepts, and production materials must be approved by Youth Initiative before printing or installation.

4.5 Artistic Demonstration and Exhibition Support

Given the creative nature of the event, the service provider must ensure appropriate infrastructure and logistical support for artistic demonstrations and displays.

The responsibilities include:

• Arrangement of designated spaces for live art demonstrations.

• Preparation of suitable surfaces, display panels, easels, tables, and other required infrastructure.

• Arrangement of materials and equipment based on the approved artistic activities and assigned responsibilities.

• Setup of artwork display and exhibition areas.

• Appropriate lighting for artwork and installations.

• Technical support for multimedia or audio-visual artistic presentations.

• Coordination of artwork installation and removal.

• Backstage and preparation support for artists.

• Management of the sequence and timing of artistic demonstrations.

• Ensuring that artistic materials and equipment are handled safely.

The service provider shall coordinate with Youth Initiative and designated artists to confirm the exact materials and technical specifications before procurement.

4.6 Artist, Performer and Stakeholder Coordination

The service provider shall provide operational and logistical coordination for artists, performers, speakers, facilitators, and other invited stakeholders.

Responsibilities include:

• Coordination with designated artists and performers.

• Preparation of artist and performer schedules.

• Coordination of arrival, registration, and preparation.

• Arrangement of backstage facilities.

• Coordination of stage transitions and presentation sequences.

• Management of artist-specific technical and logistical requirements.

• Coordination with the master of ceremonies or programme facilitator, as applicable.

• Guest reception and seating management.

• Coordination with Youth Initiative's designated focal persons.

The selection, approval, and substantive direction of artists, performers, speakers, and artistic content shall remain the responsibility of Youth Initiative unless otherwise agreed in writing.

4.7 Participant Registration, Hospitality and Logistics

The service provider shall manage the participant reception and hospitality arrangements required for the event.

The scope includes:

• Registration and reception desk setup.

• Preparation of participant registration arrangements.

• Registration materials, name tags, and identification materials, if required.

• Participant seating and guidance.

• Guest and stakeholder reception.

• Drinking water arrangements.

• Tea, snacks, refreshments, or meals according to the approved budget and programme.

• Hospitality arrangements for artists, performers, and invited guests.

• Transportation or logistical support for designated artists and performers, if required and approved.

• Deployment of adequate support personnel.

• Crowd management and participant movement.

• Cleaning and waste management throughout the event.

All hospitality quantities and logistical requirements shall be based on the participant numbers confirmed by Youth Initiative.

4.8 Event-Day Management and Programme Execution

The service provider shall take responsibility for the overall operational coordination of the event day.

Specific responsibilities include:

• Venue preparation and final inspection.

• Installation and testing of all technical and production equipment.

• Deployment of event management personnel.

• Registration and reception management.

• Coordination with artists, performers, facilitators, and invited guests.

• Preparation and implementation of the approved event run sheet.

• Stage and programme management.

• Coordination of sound, lighting, and presentation cues.

• Management of time, programme transitions, and event flow.

• On-site troubleshooting and immediate problem-solving.

• Coordination with the Youth Initiative event focal person.

• Ensuring timely completion of the four-hour programme.

• Dismantling and venue handover after the event.

A designated Event Manager must remain present and accessible throughout the event.

4.9 Photography, Videography and Event Documentation

The service provider shall arrange professional photography and videography services to document the event.

The documentation requirements include:

• Professional event photography covering the entire programme.

• Documentation of artistic demonstrations and creative displays.

• Photography of artists, performers, speakers, and participants.

• Group photographs and important stakeholder photographs.

• Video coverage of key event activities.

• Documentation of audience participation and engagement.

• Edited photographs in high-resolution digital format.

• A professionally edited event highlight video.

• Organized digital handover of all agreed photographs and video files.

The final documentation format, quantity, and video duration shall be agreed upon with Youth Initiative before the event.

4.10 Post-Event Management

Following the event, the service provider shall:

• Dismantle all temporary infrastructure and production materials.

• Remove event branding and equipment.

• Ensure proper cleaning and restoration of the venue.

• Complete venue handover.

• Collect and safely hand over remaining event materials.

• Submit edited photographs and video documentation.

• Submit a brief event completion report.

• Provide relevant invoices and supporting financial documents.

• Submit an inventory or handover record of materials, where applicable.

5. Expected Deliverables

The selected service provider shall be responsible for completing the following deliverables:

All deliverables must be completed within the agreed implementation schedule and approved by Youth Initiative.

6. Proposed Event Implementation Schedule

The event will be conducted over four hours. The detailed programme will be finalized by Youth Initiative in coordination with the selected service provider.

The following is an indicative event-day operational structure:

Total Duration: 4 Hours

The above schedule is indicative. The final programme, activity sequence, and time allocation will be approved by Youth Initiative.

The service provider must complete the venue setup, equipment installation, and technical testing before the scheduled commencement of the programme.

7. Implementation Timeline

The assignment shall be completed within the agreed preparation and implementation period.

The selected service provider must be prepared to work within a compressed implementation timeline, given the scheduled event date.

8. Required Qualifications and Experience

Interested event management service providers must demonstrate the following qualifications and capabilities:

1. Legally registered company, firm, or service provider eligible to provide event management services in Nepal.

2. At least three years of relevant experience in event management, event production, or related services.

3. Demonstrated experience in organizing public events, exhibitions, cultural programmes, conferences, artistic events, or youth-focused activities.

4. Proven capacity to manage complete event logistics, stage production, technical equipment, and creative installations.

5. Access to qualified technical personnel, production teams, event coordinators, and logistical support staff.

6. Experience coordinating with artists, performers, stakeholders, and participants.

7. Demonstrated ability to deliver assignments within tight timelines.

8. Capacity to provide professional photography, videography, and documentation services.

Prior experience in democracy-related programmes, artivism, youth engagement, public awareness campaigns, cultural events, and creative advocacy will be considered an advantage.

9. Proposed Human Resources and Team Composition

The service provider shall propose a qualified team proportionate to the scale and requirements of the event.

The suggested team composition includes:

The service provider must identify the proposed personnel, their relevant experience, and their assigned responsibilities in the technical proposal.

10. Proposal Submission Requirements

Interested and qualified service providers are invited to submit a comprehensive Technical Proposal and Financial Proposal.

10.1 Technical Proposal

The technical proposal must include:

• Cover letter expressing interest in the assignment.

• Organizational profile and registration details.

• Relevant experience in similar event management assignments.

• Understanding of the event objectives and scope of work.

• Proposed event management methodology and implementation approach.

• Preliminary creative concept and event setup proposal.

• Proposed venue and infrastructure arrangements, where available.

• Technical production and logistical approach.

• Proposed team composition and responsibilities.

• Detailed implementation work plan and timeline.

• Portfolio of previously managed events, including photographs or relevant samples.

• Contact details of at least two institutional or organizational references.

10.2 Financial Proposal

The financial proposal must provide a comprehensive and itemized cost estimate for the complete assignment.

The budget must clearly indicate quantities, unit rates, and total costs wherever applicable.

The financial proposal should include, but not be limited to:

The financial proposal must clearly distinguish between the basic service cost, applicable VAT, and total payable amount.

All proposed costs must be inclusive of the services and deliverables specified in this ToR. Any exclusions or additional charges must be explicitly stated.

11. Proposal Evaluation Criteria

Proposals will be evaluated based on the following criteria:

Youth Initiative may conduct technical discussions or request clarifications from shortlisted applicants before final selection.

The final selection will be based on the overall quality, relevance, technical capacity, and cost-effectiveness of the submitted proposal.

Youth Initiative reserves the right to accept or reject any proposal, cancel or modify the procurement process, or negotiate the scope and budget where necessary, without being obligated to select the lowest-priced proposal.

12. Roles and Responsibilities

12.1 Responsibilities of Youth Initiative

Youth Initiative shall:

• Provide the overall event objectives, thematic direction, and programme requirements.

• Share available event-related information and branding materials.

• Finalize and approve the event programme and artistic activities.

• Approve the proposed event concept, venue, branding, and production arrangements.

• Facilitate coordination with designated artists, speakers, and stakeholders.

• Provide timely feedback and approvals.

• Assign a focal person for coordination and communication.

• Monitor the implementation and quality of the assignment.

• Process payments according to the agreed contractual terms.

12.2 Responsibilities of the Selected Service Provider

The selected service provider shall:

• Take full responsibility for the approved event management assignment.

• Mobilize the required personnel, equipment, vendors, and logistical resources.

• Ensure timely implementation of all preparatory activities.

• Maintain regular communication with Youth Initiative.

• Obtain prior approval for all key creative, technical, and financial arrangements.

• Ensure quality control and professional event execution.

• Maintain appropriate safety and risk management measures.

• Ensure responsible handling of event materials and equipment.

• Maintain records of expenditures and provide supporting documents as required.

• Submit all agreed deliverables within the stipulated timeframe.

13. Coordination and Reporting

The selected service provider will report directly to the designated focal person of Youth Initiative.

The service provider shall maintain regular coordination throughout the assignment and provide updates on preparation, procurement, production, and logistical arrangements.

The following documents must be submitted for review and approval:

1. Detailed event management plan.

2. Proposed venue and event layout.

3. Creative concept and branding designs.

4. Technical production and logistical plan.

5. Final event-day run sheet.

6. Post-event completion report and documentation package.

No significant changes to the approved scope, design, venue, or budget shall be implemented without prior written approval from Youth Initiative.

14. Payment Terms

Payments will be made based on the satisfactory completion of agreed activities and deliverables, submission of valid invoices, and approval by Youth Initiative.

The indicative payment schedule is as follows:

• 40% Advance Payment: Upon signing of the agreement and approval of the event management plan, subject to agreed contractual conditions.

• 40% Second Payment: Upon completion of event preparations and successful execution of the event.

• 20% Final Payment: Upon submission and approval of all post-event deliverables and supporting documents.

The final payment schedule will be mutually agreed upon during contract finalization.

15. Ethical Standards, Safety and Risk Management

The selected service provider must ensure that the event is conducted in a safe, inclusive, accessible, and respectful environment.

The service provider shall:

• Respect the principles of freedom of expression, artistic diversity, and democratic participation.

• Ensure non-discrimination and equal treatment of all participants.

• Maintain appropriate crowd management and emergency response arrangements.

• Ensure safe installation and operation of technical and electrical equipment.

• Maintain suitable accessibility arrangements for participants with disabilities.

• Ensure proper waste management and environmentally responsible practices.

• Respect participant privacy and obtain appropriate consent for photography and videography.

• Ensure that the venue and event infrastructure comply with applicable safety requirements.

• Coordinate necessary venue permissions and other operational approvals in consultation with Youth Initiative.

16. Intellectual Property and Confidentiality

All event-specific designs, branding materials, photographs, videos, reports, and other deliverables produced under this assignment shall be handed over to Youth Initiative.

The service provider shall not reproduce, publish, distribute, or use event-related materials for commercial or other external purposes without prior written approval from Youth Initiative.

All information and materials received during the assignment shall be treated as confidential and shall not be disclosed to unauthorized parties.

17. Contractual Conditions

The selected service provider will enter into a formal service agreement with Youth Initiative before commencement of the assignment.

The agreement shall specify the approved scope of work, deliverables, implementation timeline, financial terms, payment conditions, responsibilities, and other applicable contractual provisions.

Any modification to the agreed scope or budget shall require written approval from both parties.

The service provider shall be responsible for the quality and timely delivery of the agreed services and shall promptly address any shortcomings identified by Youth Initiative.

18. Proposal Submission Procedure

Interested and qualified event management companies, agencies, and service providers are requested to submit their proposals electronically.

Submission Details

Email Subject: Proposal for Event Management Services – Democracy Artivism: Art Demonstration

Applicants are requested to submit their technical and financial proposals as separate PDF documents or clearly separated sections within a single PDF file.

Incomplete proposals or proposals received after the stipulated deadline may not be considered.

For further information or clarification regarding this assignment, interested applicants may contact Youth Initiative through the official email address provided above.

19. Important Notice

Youth Initiative reserves the right to:

• Accept or reject any or all proposals without assigning reasons.

• Request additional information or clarification from applicants.

• Negotiate the technical and financial aspects of the proposal with shortlisted applicants.

• Revise, postpone, or cancel the procurement process where necessary.

• Make the final selection based on the organization's procurement procedures and overall assessment of proposals.

Submission of a proposal does not guarantee selection or award of the contract.