Scope of Work

 

The selected Firm will provide comprehensive event production services for the NJFP 2.0 Employers Summit, ensuring all physical, technical, and branding elements meet professional standards.

A.  Event Branding and Visual Design

 

·       Develop a cohesive visual identity for the Summit aligned with NJFP 2.0 branding guidelines.

 

·       Develop an event run-of-show

 

·       Design, produce, and install all visual branding materials, including:

 

o   Stage backdrop and panels

o   Podium branding

o   Directional signage for plenary, breakout rooms, and networking areas

 

o   Panel session nameplates and desk signage, honorary plaques

o   Branding for monitors, AV equipment, and presentation screens

·       Provide high-resolution print and digital-ready artwork, ensuring adaptability across formats.

 

 

 

B.  Venue Production and Setup

 

·       Deliver full setup of the plenary hall, including:

 

o   Stage construction and backdrop installation

o   LED screens, projection systems, and projectors

o   Sound system with panel microphones, lapel mics, and handheld mics

o   Professional lighting for plenary, stage, and breakout sessions

o   Furniture for panel sessions, breakout areas, and VIP zones

·       Set up breakout rooms with seating, screens, and AV systems.

 

·       Create activation zones, including employer booths, talent marketplace areas, and networking lounges.

 

·       Provide all required power, backup, and redundancy systems for technical reliability.

 

 

 

C.  Booths and Activation Zones

 

·       Design, produce, and install modular booths and counters for employers and activation zones, including:

 

o   Branded panels and counters

o   Monitors or screens for employer–fellow interactions

o   QR code integration or digital dashboards for real-time engagement

·       Ensure booths are visually appealing, fully functional, and consistent with NJFP 2.0 branding.

 

 

 

D. Audio-Visual Systems, MC, and Live Streaming

 

·       Supply, install, and configure all AV equipment, including:

 

o   Plenary and panel microphones

o   LED walls, projection systems, and display monitors

o   Sound systems for plenary, breakout, and exhibitor areas

o   Technical monitors for backstage and AV control

·       Provide on-site technical staff to manage:

 

o   Equipment setup and verification

o   Real-time troubleshooting during the Summit

o   Stage, panel, and AV management

·       Engage a professional Master of Ceremony (MC) for the plenary, ensuring smooth transitions during sessions.

 

·       Engage rapporteurs to document key plenary and breakout discussions.

 

·       Set up live streaming infrastructure to enable virtual participation, including cameras, streaming equipment, and technical support for uninterrupted broadcast.

 

·       Ensure integration of AV with presentation materials and panelist setups.

 

 

 

E.  Signage, Wayfinding, and Environmental Branding

 

·       Produce directional and informational signage for:

 

o   Plenary and breakout rooms

o   Networking and activation zones

o   Registration and information desks

·       Ensure brand consistency and visual clarity across all signage.

F.  Documentation and Media Capture

 

·       Provide professional photography and videography of:

 

o   Plenary sessions

o   Panel discussions and breakout sessions

o   Employer booths and talent marketplace

o   Branding and activation areas

·       Deliver high-resolution digital copies of all media.

 

·       Provide a post-event media package including:

 

o   Edited video highlights

o   Photo galleries

o   Copies of all branding and production assets

 

 

 

G.  Deliverables

 

1.     Detailed event design plan and mood board

 

2.    All branding materials (banners, signage, stage, podium, booths)

 

3.     Complete AV setup (microphones, monitors, LED walls, sound system)

 

4.     Booth and activation zone production for employers and talent marketplace

 

5.     Professional photography and videography coverage of the Summit

 

6.     Live streaming setup and support

 

7.    Master of Ceremony (MC) engagement, rapporteurs for session documentation and ushers for event co-ordination

 

Post-event digital package of all media and branding assets.

 

H.  Food and Catering

 

The event management firrm shall provide catering services for all attendees and VIP guests during the Summit. The following food packs shall be made available:

 

·       Regular Lunch Pack (200 packs): A standard lunch pack to be provided to general attendees, including a balanced meal comprising a main course, side dish, dessert, and a beverage. Packs should be hygienically prepared, properly packaged, and served within the designated lunch period.

·       VIP Lunch Pack (50 packs): A premium lunch pack to be provided to VIP guests, speakers, panelists, and dignitaries. The VIP pack shall include an upgraded meal selection with multiple

course options, premium beverages, and professional table service or dedicated serving area within the VIP zone.

 

·       The firm is responsible for:

·       Sourcing catering from a reputable, certified vendor

·       Ensuring food safety and hygiene standards are maintained throughout preparation and distribution

·       Coordinating meal timing with the event run-of-show to avoid disruption to sessions

·       Providing adequate serving staff for both regular and VIP lunch distribution.

 

 

 

Methodology

 

The consultancy firm shall propose a clear methodology for delivering creative, functional, and professional event solutions. The methodology should highlight:

 

Documents :

Negotiation Document(s)
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