REQUEST FOR PROPOSALS - US UNGA Side Event Planner & Implementor

US UNGA Side Event Planner & Implementor

Consultancy to Plan and Implement Ubongo's Event at the UN General Assembly — New York

1. BACKGROUND & ORGANIZATIONAL CONTEXT

The United Nations General Assembly (UNGA) High-Level Week, held annually in September in New York City, is the world's foremost gathering of heads of state, government ministers, multilateral institution leaders, philanthropists, and civil society organisations. The event attracts the global development community and is a critical platform for organisations advancing education, children's rights, and the Sustainable Development Goals.

Ubongo has an important story to tell at the global level: as Africa's leading edutainment company, Ubongo demonstrates that African-produced, locally resonant educational content can improve learning outcomes for millions of children at scale. UNGA High-Level Week offers a unique opportunity to convene global partners, funders, policymakers, and advocates around Ubongo's mission and showcase impact.

Ubongo is seeking an experienced US-based event planner and implementor to design, coordinate, and execute a high-quality side event during UNGA High-Level Week in New York. The event should position Ubongo as a global leader in edutainment, facilitate high-value networking, and advance Ubongo's fundraising and partnership objectives.

2. OBJECTIVES

The UNGA Side Event will aim to:

• Elevate Ubongo's global profile and brand visibility among key international stakeholders
• Convene 80–150 high-quality attendees including funders, multilateral partners, government representatives, and media
• Showcase Ubongo's impact through compelling storytelling, data, and multimedia presentations
• Facilitate meaningful conversations on the role of African-produced edutainment in achieving SDG 4 (Quality Education)
• Generate concrete fundraising leads, partnership commitments, or MOU discussions
• Produce content and assets (video, photography, social media) that extend the event's reach beyond the room
  
  

3. SCOPE OF WORK

3.1 Strategic Planning & Concept Development (Weeks 1–2)

• Work with Ubongo's leadership to define the event concept, theme, narrative arc, and desired outcomes
• Develop a detailed event brief including format, audience, programme, and engagement strategy
• Advise on optimal event format (panel discussion, cocktail reception, hybrid event, roundtable, etc.) and venue options
• Develop a stakeholder mapping and invitee target list in alignment with Ubongo's strategic priorities
• Research and recommend co-hosting or co-sponsorship opportunities with UN agencies, foundations, or partner organisations
  
  

3.2 Logistics & Venue Management (Weeks 2–4)

• Work with Ubongo to Identify and secure an appropriate event venue in New York City (options including UN-affiliated venues, foundation spaces, hotels, and cultural venues)
• Negotiate and manage all venue contracts, catering, AV, and technical requirements
• Coordinate all event logistics: seating, signage, branded materials, registration, and onsite coordination
• Arrange necessary permits, insurance, and compliance requirements for New York City events
• Coordinate travel and accommodation logistics for Ubongo representatives and VIP speakers (in coordination with Ubongo's operations team)
  
  

3.3 Programme & Speaker Management (Weeks 4–6)

• Develop a compelling programme agenda in close collaboration with Ubongo's content and communications teams
• Identify, approach, and confirm high-profile speakers, moderators, and panellists aligned with the event theme
• Manage speaker briefings, travel coordination, and preparation support
• Develop speaker briefing packs and talking points in alignment with Ubongo's messaging
• Coordinate with Ubongo's creative team on multimedia elements (sizzle reel, impact video, live demonstrations)
  
  

3.4 Guest Management & Invitations (Weeks 6–8)

• Develop and manage a targeted invitation strategy for 200+ prospects to yield 80–150 attendees
• Design and distribute digital invitations through appropriate channels
• Manage RSVPs, waitlists, and attendee communications
• Coordinate credentialing and access for UN-adjacent venues where applicable
• Develop and implement a VIP engagement plan for high-priority attendees
  
  

3.5 Event Execution & Onsite Management

• Provide full onsite event management throughout the event day(s)
• Manage all vendor, staff, and volunteer coordination on the day
• Ensure seamless AV, production, and live-streaming/recording (if applicable)
• Manage real-time troubleshooting and contingency responses
• Capture high-quality photography and/or video during the event
  
  

3.6 Post-Event Reporting & Follow-up (Within 2 weeks post-event)

• Provide a post-event report including attendance data, key outcomes, media coverage, and lessons learned
• Deliver all event photography, video footage, and multimedia assets to Ubongo
• Support follow-up communications to attendees as directed by Ubongo
• Produce an end-of-engagement financial report against the approved budget
  
  

4. DELIVERABLES

Deliverable 1:  Event Concept Brief: theme, format, objectives, invitee strategy, and programme outline (Week 2)

Deliverable 2:  Confirmed Venue and Vendor Contracts with agreed specifications (Week 4)

Deliverable 3:  Speaker and Programme Confirmation with briefing packs (Week 6)

Deliverable 4:  Confirmed Guest List and RSVP Management System (Week 7)

Deliverable 5:  Full Event Execution and Onsite Management (Event Day)

Deliverable 6:  Post-Event Photography and Video Assets (within 1 week post-event)

Deliverable 7:  Post-Event Report: attendance, outcomes, media, financial reconciliation (within 2 weeks post-event)

5. DURATION & TIMELINE

The engagement will run from contract signing through two weeks following UNGA High-Level Week (typically mid-September). Planning is estimated to require 10–12 weeks of active engagement. An indicative timeline is provided below.

Contract Signing: TBD

Strategic Planning Complete:  Week 4 from start

Venue Confirmed:  Week 5 from start

Invitations Launched:  Week 6 from start

Programme & Speakers Confirmed:  Week 8 from start

UNGA Side Event:  September [2026] — exact date TBC

Post-Event Report:  2 weeks after event

6. QUALIFICATIONS & EXPERIENCE REQUIRED

Essential Requirements

• Minimum 5 years of experience planning and executing high-profile events in New York City
• Demonstrated experience with UNGA-adjacent, UN-affiliated, or international development sector events during UNGA High-Level Week
• Strong existing relationships with New York event venues, vendors, and logistics providers
• Proven ability to manage multi-stakeholder events with senior government, multilateral, and philanthropic audiences
• US-based presence (or clear ability to operate in New York for the event period)
  
  

Highly Desirable

• Experience working with African organisations, NGOs, or development sector clients in international settings
• Familiarity with UN credentialing processes and venue access requirements
• Existing relationships with UNGA-week co-hosts such as foundations, think tanks, or UN agencies
• Experience with hybrid or live-streamed event production
• Connections with relevant New York-based media and communications contacts
  
  

7. EVALUATION CRITERIA

Evaluation Criterion                                                       Weight           Max Score

UNGA / High-Level International Event Experience            30%                   30

New York Network: Venues, Vendors & Partners                20%                   20

Proposed Concept, Strategy & Event Approach                  20%                  20

Team Capacity & Project Management                               15%                  15

Financial Proposal & Budget Realism                                 15%                  15

8. PROPOSAL REQUIREMENTS

Proposals must include:

• Company/Individual Profile: background, team, and relevant client portfolio
• Technical Proposal: proposed event concept, format recommendations, programme outline, and implementation approach (maximum 15 pages)
• Evidence of Relevant Experience: case studies or descriptions of at least 3 comparable events managed, including event type, scale, audience, and outcome
• Budget and Financial Proposal: detailed indicative budget breakdown covering all anticipated costs (event budget management and consultant fees as separate line items)
• Proposed Timeline: detailed work plan from contract signing through post-event reporting
• References: minimum 2 professional references from organisations for whom comparable events were managed
  
  

9. SUBMISSION DETAILS

Submission Deadline:  19th June 2026 (EAT)

Submission Method:  Email to tunu@ubongo.org

Subject Line:  RFP Response: UNGA Side Event Planner & Implementor

Questions Deadline:  17th June 2026

Questions Contact:  tunu@ubongo.org

Contract Currency:  USD

Ubongo is an equal opportunity employer and procurer. We actively welcome proposals from women-led firms, African-owned enterprises, and organisations with demonstrated commitment to diversity and inclusion.

Equal Employment Opportunity

UBONGO provides equal opportunities to all bidders and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation or any other characteristic protected by the laws of the country we are operating in.

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