REQUEST FOR PROPOSALS (RFP)
PROVISION OF EVENT PLANNING, MANAGEMENT AND DECORATION SERVICES
Organisation: Gender and Justice Unit (GJU)
Location: Lilongwe, Malawi
Reference: RFP – Provision of Event Planning, Management and Decoration
Deadline: 25 September 2026 at 5:00 PM
The Gender and Justice Unit (GJU) invites qualified, experienced and reputable event planning and management service providers to submit proposals for the provision of event planning, coordination, management and decoration services for GJU events.
SCOPE OF SERVICES
Event Planning & Management
- Event planning and coordination from inception to completion.
- Development of detailed event plans, timelines and implementation schedules.
- Coordination with GJU, stakeholders, service providers and participants.
- Venue identification, assessment, setup and coordination where required.
- Coordination and supervision of suppliers and service providers.
- Management of event setup and breakdown.
- On-site event management and troubleshooting.
Event Decoration & Branding
- Development of event decoration and styling concepts in consultation with GJU.
- Provision and installation of décor, including backdrops, stage décor, table décor, centrepieces and floral arrangements.
- Event branding and visual presentation, including branded backdrops and other branding elements.
- Provision of tables, chairs, linen and other décor-related materials where required.
- Venue decoration and arrangement according to the approved event theme.
- Setup and dismantling of décor and branding materials.
- Ensuring all decoration and branding materials are professionally installed and of good quality.
QUALIFICATION REQUIREMENTS
Interested service providers should submit:
- Company profile detailing relevant experience.
- Certificate of incorporation/business registration.
- Valid Tax Clearance Certificate and evidence of statutory compliance.
- Evidence of at least 3 years of relevant experience.
- At least 3 corporate references from current or recent clients for similar services.
- Portfolio or evidence of previous events managed and decorated, including photographs where applicable.
- Profiles/CVs of key personnel responsible for managing the events.
- Detailed financial proposal/quotation showing costs for planning, management, decoration and related services.
EVALUATION CRITERIA
Proposals will be evaluated based on:
- Compliance with the RFP requirements.
- Relevant experience of at least 3 years.
- Quality and relevance of corporate references.
- Technical capacity and expertise.
- Quality of previous work and portfolio.
- Cost competitiveness and value for money.
HOW TO SUBMIT
Proposals and supporting documents should be submitted in sealed envelopes to:
The Procurement Committee
Gender and Justice Unit
Private Bag B324, Msokera Road
Area 47/3/149
Lilongwe, Malawi
OR
Email: info@genderandjustice.org
Email Subject: RFP – Provision of Event Planning, Management and Decoration
Submission Deadline: 25 September 2026 at 5:00 PM
IMPORTANT
GJU reserves the right to accept or reject any quotation and is not bound to award the contract to the lowest-priced bidder. GJU may also seek clarification from bidders during the evaluation process where necessary.