What the buyer needs
AI summaryMetaschool Ltd. seeks a qualified and experienced event management company to plan, coordinate, and deliver an in-person launch event for Metaschool AI, an educational platform for junior and senior high school learners. The provisional event will host 200 guests on January 21, 2027, and requires concept development, production, audio-visual setup, three product demonstration stations, guest management, hospitality, risk management, and post-event financial reconciliation. Bidders must submit questions to [email protected] by November 16, 2026, at 3 PM GMT, and email final proposals to the same address by November 20, 2026, at 3 PM GMT. Mobilization runs from December 1, 2026, through January 20, 2027, following an anticipated selection notification on November 30, 2026. Metaschool Ltd. has not set a fixed budget ceiling and requires bidders to submit multiple priced packages in Ghana Cedis that meet all mandatory requirements. An evaluation panel will score proposals against five criteria, may hold clarification sessions on November 27, 2026, and will compare each bidder's lowest-priced compliant package.
Scope of work
- Event planning, concept development, and program coordination
- Event production, staging, branding, and audio-visual/technical equipment setup
- Technical testing and at least one full technical rehearsal
- Coordination of three guided product demonstration stations
- Guest management, registration, and on-site coordination
- Full hospitality and catering arrangements for 200 guests
- Risk management, contingency planning, and student safeguarding
- Event set-down, post-event reporting, and financial reconciliation
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Event concept and audience experience | 30% |
| Relevant experience, portfolio and references | 20% |
| Technical delivery and risk management | 20% |
| Budget transparency and value for money | 20% |
| Project team and delivery schedule | 10% |
Minimum qualifications
- Qualified and experienced event management companies
- Evidence of comparable events, delivery quality, client references, and reliability
- Named project lead, staffing, and supplier management capability
Documents to include with your response
- Cover letter and authorised contact details
- Executive summary and understanding of the event objectives
- Proposed event concept, theme, program and guest experience
- Delivery plan, mobilisation schedule, staffing plan and responsibility matrix
- Technical production and product demonstration readiness plan
- Risk register and contingency arrangements
- Company profile, relevant experience, portfolio/case studies and references
- Three clearly differentiated package options and itemised financial proposal (PDF and Excel)
- Assumptions, exclusions, dependencies and proposed payment terms
- Confirmation of quotation validity and authorised sign-off
How to submit
- Method
- Instructions
- Submit one consolidated PDF proposal and a separate Excel workbook with three package prices and itemised cost assumptions. Address to Freda Otoo, Project Manager, Metaschool Ltd., using subject line: RFP 00MSA1 – Event Management Proposal – [Bidder Name].