Scale Iraq – Call for Proposals for Event Management Agencies

Organization: Iraq Venture Partners (IVP)
Project Name: Scale Iraq
Location: Iraq
Tender Reference Number: 2023004
RFP Release Date: 17 February 2025
Proposal Submission Deadline: 1 March 2025
Question/Inquiry Submission Deadline: 26 February 2025
Contact Information: This email address is being protected from spambots. You need JavaScript enabled to view it.

Overview:

Iraq Venture Partners (IVP) is inviting proposals from qualified event and travel management agencies to support the Scale Iraq program. The selected agency will be responsible for efficiently handling the travel and event management needs of startups and Iraqi companies participating in regional startup events.

The objective is to streamline visa processing, travel logistics, accommodation, branding, and event participation, ensuring a seamless experience for attendees.

The selected agency will handle:

• Visa Processing: Managing applications and ensuring timely approvals.
• Travel Arrangements: Booking 15 round-trip flight tickets from Iraq to Dubai and other locations.
• Accommodation: Securing hotel reservations based on traveler preferences.
• Event Coordination: Managing booth setup, branding, and logistics.
• On-Site Support: Providing real-time assistance for event participants.
• Marketing & Branding: Creating high-quality branding materials, including banners, roll-ups, stage backdrops, and giveaways.

Eligibility Criteria:

The eligible applicants must meet the following criteria:

• Be officially licensed to conduct business in Iraq or their respective country of registration.
• Demonstrate adequate management and financial resources to perform the contract.
• Have satisfactory records of performance history, integrity, and business ethics.
• Be able to receive funds and not be identified as a terrorist entity or blacklisted by any government, semi-governmental institute, or private institution.
• Provide verification documentation, including tax registration, incorporation certificate, and trade license.

Submission Guidelines:

Interested applicants should submit their proposals following these guidelines:

• Submission Process: Proposals must be submitted via email to This email address is being protected from spambots. You need JavaScript enabled to view it. by 1 March 2025. The technical and financial proposals must be separately bound and identified.
• Required Documents:
  • For companies: Organization overview, detailed activity plan, proof of past experience, website/social media details.
  • For individual consultants: CV and portfolio (if applicable).
  • Two client references from the past two years.
  • Legal registration documents (company tax registration, trade license, etc.).
  • Detailed financial proposal with a proposed budget in USD.
• Evaluation Criteria:
  • Technical Proposal: 50% of the total score.
  • Financial Proposal: 50% of the total score.
  • Proposals will be reviewed for completeness, cost-effectiveness, and alignment with project requirements.

Financial Terms & Payment Mechanism:

• Rate Card Costing: Agencies should provide a cost breakdown per personnel and service, including:
  • Event Manager, Event Coordinator, Travel Coordinator, Graphic Designers, Videographers, and Photographers.
  • Branding and exhibition display materials: Roll-ups, stage backdrops, press walls, banners, giveaways, and promotional materials.
• Management Fees: Agencies must indicate a percentage-based management fee for overall event planning, travel arrangements, and logistics.

Payments will be milestone-based, with installments linked to contract deliverables, including upfront payments, interim payments, and a final payment upon full completion of services.

For further details, please refer to the official RFP document or contact This email address is being protected from spambots. You need JavaScript enabled to view it..

Tender's File

67b4a03642743-rfp-for-travel-management-and-events-management-scaleiraq.pdf