Request for proposals “Organization of TANIT Project Closing Event & B2B Marketplace”-LEADERS INTERNATIONAL Retour vers les opportunités

Terms of Reference 

Leaders International is a forward-thinking economic development organisation that brings together  governments, community groups and private sector partners to work on various projects across the  Middle East and Africa. 

With offices in Belgium, Jordan, Palestine, and Tunisia, we create partnerships that bridge the gap  between east and west in order to create new opportunities, resources and accelerate the growth of  underdeveloped and developing economies. Our focus areas include MSME Development,  Entrepreneurship & Innovation, Digital Transformation, Livelihoods & Employability, Green Growth,  and Alternative & Sustainable Tourism. 

The TANIT project is born out of the need to strengthen the capacity of Civil Society Organizations (CSOs)  in Tunisia, particularly within the alternative tourism sector. CSOs play a crucial role in advocating for  sustainable, inclusive development, with a specific focus on gender equality and human rights. TANIT  builds on the successes of past projects, such as the 4T project, expanding its scope to cover regions like  the Northwest, Zaghouan, and Dahar. By providing CSOs with targeted training, coaching, and  collaborative opportunities, the project aims to foster positive change and a more equitable and  resilient alternative tourism sector in Tunisia. 

Leaders International is seeking to contract an event management company to support the organization  and implementation of the TANIT Project Closing Event & B2B Marketplace, scheduled to take place on  Thursday, June 11, 2026, in Tunis, Tunisia. 

The event is designed as an immersive sunset gathering and networking experience in an open-air  cultural setting, bringing together key stakeholders from the tourism ecosystem, including CSOs, private  sector actors, donors, media representatives, and public institutions.

Moving away from traditional conference formats, the event will focus on creating a warm, experiential,  and networking-oriented atmosphere through visual storytelling, cultural elements, marketplace  engagement, and interactive stakeholder connections. 

The selected company will be responsible for delivering a high-quality event setup and guest experience  aligned with the event’s cultural, experiential, and networking-focused concept. 

The selected event management company will be responsible for the full setup, technical production,  branding, and on-site implementation of the TANIT Project Closing event. 

The event is designed as a sunset networking gathering and immersive marketplace experience rather  than a traditional conference. Therefore, all setup elements should prioritize atmosphere, aesthetics,  storytelling, and networking flow. 

The selected company shall provide the following: 

1. Event Setup & Overall Atmosphere 

The company shall: 

• Design and implement an elegant sunset-inspired setup aligned with the venue identity (stools  and high chairs to be provided if applicable)  
• Ensure smooth networking flow and guest movement across the venue 
• Avoid traditional conference-style setups and structures 
• Coordinate all installation, technical testing, on-site management.  

1. Sound System & Audio Setup 

The company shall provide a professional sound system suitable for an outdoor networking event for  approximately 100 guests. 

Specifications: 

• Minimum: 

– 4 high-quality speakers distributed across the venue 

– 1 sound mixer 

– 2 wireless handheld microphones 

• Dedicated sound technician throughout the event 

1. Ambient Lighting & Decorative Lighting 

The company shall provide decorative and atmospheric lighting suitable for a sunset-to-evening  outdoor event.

Minimum Requirements: 

• Fairy lights/string lights distributed across networking areas 
• Warm ambient lighting across the venue 
• Decorative lighting elements integrated within the venue architecture 
• Lighting for: 

– CSO booths 

– Podium area 

– Photo corner 

1. Main Podium & Horizontal LED Screen 

The company shall provide a minimal podium setup integrated naturally within the venue. 

Podium Specifications: 

• One simple premium podium 
• Podium branding 
• One wireless microphone 

Vertical LED Screen Specifications: 

• One horizontal LED screen behind podium 
• Approximate size: 

– Between 2.5 –4 m height 

• High-resolution display suitable for: 

– Video screening 

– Branding visuals 

– Storytelling visuals 

• Full installation and technical operation included 

The setup should avoid: 

• Large conference stages 
• Heavy truss structures 
• Oversized LED walls 

1. Vertical Screens Across the Venue 

The company shall provide four (4) horizontal digital screens distributed across the venue. Specifications: 

• Screen size: 2m height x 1m width 
• Screens should support: 

– HD video playback 

– Continuous looping content 

1. CSO Marketplace Booths 

The company shall design and install twelve (12) simple and visually aligned booths for participating  CSOs. 

Booth Specifications: 

Each booth should include:

• One display table 
• Two chairs 
• One branded booth sign/name area 
• Basic warm lighting 
• Access to electricity if needed 

Booth Design Requirements: 

• Minimal and elegant design 
• Avoid exhibition/trade fair style booths 
• Preferably use: 

– Wood textures 

– Natural materials 

– Cultural-inspired finishing 

• Setup should encourage interaction and storytelling rather than product selling only 

1. Branding & Visibility Materials 

The company shall produce, and install the following: 

1. Media Wall 

Specifications: 

• Approximate size: 3m x 2.5m minimum 
• High-quality print material 
• Suitable for official photography and media coverage. 

2. Rollups 

• Two (2) rollups 
• Standard size:85cm x 200cm 
• Printing, and installation included.  

3. Directional Signage 

• Simple directional signs if needed for: 

– Registration 

– Marketplace 

– Networking areas 

1. Welcome & Registration Area 

The company shall provide: 

• One registration/welcome counter 
• Two (2) hostesses 

Registration Counter Specifications: 

• Elegant and minimal setup 
• Branding integrated subtly. 
• Suitable for light check-in process. 

1. Giveaway Bags 

The company shall produce branded giveaway bags.

Specifications: 

• Quantity: approximately 100 bags 
• Material: High-quality fabric, canvas, straw-inspired, or eco-friendly material • Printing: Event branding/logo 
• Design: 

– Minimal and elegant 

– Suitable for cultural/artisanal giveaways 

1. Printing Materials 

The company shall design and print: 

One-page Project Highlights Leaflet 

Specifications: 

• Double-sided 
• Full color 
• High-quality paper 
• Approximate size: A5 format 
• Quantity: Approximately 100 copies 

Badges 

• Staff badges 
• VIP badges if needed. 

1. Photo Corner / Photo Experience Area 

The company shall setup one photo experience area. 

Specifications: 

• Elegant Tunisian-inspired setup 
• Integrated branding 
• Decorative setup suitable for photography and social media 
• Lighting included 

The setup should avoid: 

• Traditional entertainment-style photo booths 
• Props-heavy installations 

1. Cultural Music Performance 

The company shall coordinate one live cultural music performance for approximately two (2) hours. Specifications: 

• Soft and networking-friendly performance 
• Preferably: 

– Acoustic 

– Tunisian fusion 

– Oriental/lounge style 

• Sound setup included.

Note: Bidders are requested to provide a detailed unit price for each item/service listed above  separately, with picture for each item. Prices should be indicated on a per-item/per-service basis to  allow for flexibility in evaluation and selection. Please note that Leaders International is not obligated  to procure or utilize all services mentioned in this ToR. The final scope of services required will depend  on the selected venue, event location, and actual project needs. Partial procurement of services may  therefore apply. 

The selected event management company is expected to complete all preparations, coordination,  production, setup, and on-site implementation related to the TANIT Project Closing Event & B2B  Marketplace during the period from contract signing until the completion of the event and dismantling  activities. 

The main event is scheduled to take place on Thursday, June 11, 2026, in Tunis, Tunisia. The assignment duration is expected to include: 

• Pre-event coordination and planning 
• Design and production of all required materials 
• Technical preparation and testing 
• Venue setup and installation 
• On-site event management during the event 
• Dismantling and clearance after the event completion. 

• Proven experience in organizing events, networking gatherings, exhibitions, or cultural events.  • Experience in outdoor event setup and technical production.  
• Experience in sound, lighting, branding, and event setup.  
• Ability to provide creative and aesthetically aligned event solutions.  
• Availability of qualified technical and operational team.  
• Strong coordination and communication skills.  
• Ability to deliver all required services within the agreed timeline.  
• Legally registered company in Tunisia.  
• Previous experience with NGOs, international organizations, or donor-funded projects is  considered an asset.  
• Portfolio of similar events is preferred. 

• The offer should be in TND; 
• Offers must include VAT; 
• For individual consultants, Applicable tax laws apply;  
• Please address the offer to: Leaders International/TANIT 
• Please mention the ToR number 03/TANIT/2026 in the email subject 
• Please submit your application, including your financial offer (Price per unit), in addition to your  company profile or CV (Individual Consultants) to: 

tunisiaprocurement@leadersinternational.org, no later than June 1st 2026 using TND Currency. 

Please Note: Proposals not adhering to these requirements or received after the deadline will not be  considered. 

Disclaimer: This ToR does not form part of your consultancy contract and can be amended from time to  time as the needs of the organization require.