Gender and Justice Unit (GJU)
REQUEST FOR PROPOSALS (RFP)
PROVISION OF EVENT PLANNING, MANAGEMENT AND DECORATION SERVICES FOR GENDER AND JUSTICE UNIT
(GJU)
The Gender and Justice Unit (GJU) is a Malawian non-governmental organization committed to advancing social justice and gender equality through strategic programs and community engagement. 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
The successful bidder shall provide comprehensive event planning, management, coordination, and decoration
services, including but not limited to:
Event Planning and Management
- Event planning and coordination from inception through to completion.
- Development of detailed event plans, timelines, and implementation schedules.
- Coordination with GJU and relevant stakeholders, service providers, and event participants.
- Venue identification, assessment, setup, and coordination, where required.
- Coordination and supervision of suppliers and other service providers.
- Management and coordination of event setup and breakdown.
- On-site event management and troubleshooting throughout the event.
Event Decoration and Branding
- Development of a suitable event decoration and styling concept in consultation with GJU.
- Provision and installation of appropriate décor, including backdrops, stage décor, table décor, centrepieces, floral arrangements, and other decorative elements as required.
- Event branding and visual presentation, including branded backdrops and other branding elements where applicable.
- Provision of tables, chairs, linen, and other décor-related materials where required.
- Decoration and arrangement of the venue in line with the approved event theme and GJU’s requirements.
- Setup and dismantling of all décor and branding materials after the event.
- Ensuring that all decoration and branding materials are of good quality and professionally installed.
Qualification Requirements
Interested service providers should submit:
- Company profile detailing the organization’s experience in event planning, management, and decoration.
- Certificate of incorporation/business registration.
- Evidence of statutory compliance, including a valid Tax Clearance Certificate.
- Evidence of at least three (3) years of relevant experience in event planning, management, coordination, and decoration services.
- At least three (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 who will be responsible for managing the event.
- Detailed financial proposal/quotation clearly indicating the costs for event planning, management, decoration, and any other related services.
Evaluation Criteria
Proposals will be evaluated based on:
- Compliance with the requirements of the RFP.
- Demonstrated experience of at least three (3) years in event planning, management and decoration.
- Quality and relevance of the submitted corporate references.
- Demonstrated capacity and technical expertise to deliver the required services.
- Quality of previous work and submitted portfolio.
- Cost competitiveness and value for money.
Submission of Proposals
Interested service providers should submit their proposals and supporting documents in sealed envelopes delivered to our office or via email to:
The Procurement Committee
The Gender and Justice Unit,
Private Bag B324, Msokera Road,
Area 47/3/149, Lilongwe
Email Address: info@genderandjustice.org
Subject line: RFP – Provision of Event Planning, Management and Decoration
Submission Deadline: 25 September 2026, 5:00 PM
Reservation of Rights
GJU reserves the right to accept or reject any quotation and is not bound to award the contract to the lowest-priced bidder. GJU further reserves the right to seek clarification from any bidder where necessary during the evaluation process.
Listing Expiry Date: September 25, 2026 11:59 pm