Purpose for this Service:

The ILO is seeking a qualified event management service provider to deliver the venue, interpretation, catering, printing, media, visibility and logistical services required for the 2 events in Erbil.

High-level Event: Five Years of Social Protection Reform in the Kurdistan Region – Monday 31 August

2026, from 09:00 to 13:00.

The event marks five years of the EU-UN Joint Programme's support to social protection reform in the Kurdistan Region. The standard of delivery expected is that of a national event attended by senior government officials, the diplomatic community and senior ILO representatives.

The service provider will be responsible for ensuring the smooth organization of the event, including venue arrangements, interpretation services, catering, meeting materials, media and visibility requirements, participant support, and all related logistical coordination in line with ILO standards.

Registration opens at 08:30 hrs. The date is indicative and may be moved within the contract period by written instruction of the ILO.

• Facilitate a well-organized high-level launch event on 1 September 2026, from 09:00 to 13:00, for up to 80 participants in a four-star or five-star hotel approved by UNDSS.

• Provide simultaneous interpretation in Kurdish (Sorani), Arabic and English, with sufficient professional interpreters, booths/equipment and headsets for up to 80 participants, including access to interpretation channels for remote participants.

• Arrange 2-night accommodation and DSA for eligible participants travelling from Duhok, Sulaymaniyah, Halabja and Baghdad, and arrange round-trip Baghdad-Erbil-Baghdad air tickets for nine Baghdad participants.

• Provide the materials and setup required for formal validation and adoption of the Forum Terms of Reference, including printed ToR copies, an adoption/signing table and an approved branded backdrop/photo area.

High-Level Event: Launch of KRI Social Dialogue Forum – Tuesday 01 September 2026, from 09:00 to 11:00

The launch event seeks at establishing an institutional and formal arrangement for social dialogue within the Kurdistan Region of Iraq (KRI)

The service provider will be responsible for ensuring the smooth organization of the event, including venue arrangements, interpretation services, catering, meeting materials, media and visibility requirements, participant support, and all related logistical coordination in line with ILO standards.

• Facilitate a well-organized half-day high-level event in Erbil for up to 60 participants, in a four-star or five-star hotel approved by the United Nations Department of Safety and Security.

• Support all arrangements for simultaneous English and Kurdish (Sorani) interpretation, hybrid connection, catering, printing, media coverage, visibility materials, and accommodation for participants travelling from outside Erbil.

• Ensure logistical and technical arrangements for a half-day event are complete, tested and in place before the opening session, in accordance with ILO branding and operational requirements.

Event date(s) from/to:

High-level Event: Five Years of Social Protection Reform in the Kurdistan Region – Monday 31 August 2026, from 09:00 to 13:00. Registration opens at 08:30 hrs. The date is indicative and may be moved within the contract period by written instruction of the ILO.

High-Level Event: Launch of KRI Social Dialogue Forum – Tuesday 01 September 2026, from 09:00 to 11:00

Venue: Erbil, Kurdistan Region of Iraq.

Number of Participants:

High-level Event: Five Years of Social Protection Reform in the Kurdistan Region

Total expected participants: 40 to 60, costed against a ceiling of 60, including:

Kurdistan Regional Government, Ministry of Labour and Social Affairs:

• The Deputy Minister, the General Directorate of Labour and Social Security and the Directorates of Social Security (up to 20)

Ministry of Planning and Prime Minister's Office:

• The Ministry of Planning, including the Kurdistan Region Statistics Office and the Department of International Cooperation, and the Prime Minister's Office (up to 15)

Workers' and employers' organizations:

• (up to 8)

International Labour Organization:

• Deputy Regional Director, ILO Regional Office for Arab States, the Social Protection Specialist and the project team (up to 6)

Delegation of the European Union to Iraq, United Nations agencies and other development partners:

• (up to 6)

Launch of the Kurdistan Social Dialogue Forum - 1 September 2026:

Total expected participants up to 80, costed against a ceiling of 80, including:

• Representatives from the four governorates of the Kurdistan Region Duhok, Sulaymaniyah and Halabja), including MoLSA, workers’ and employers’ representatives (up to 18)

• Additional Erbil-based participants and high-level guests (approximately 30).

• Iraq Social Dialogue Forum delegation from Baghdad: government, workers’ and employers’ representatives, including the Deputy Minister of Labour and Social Affairs (9).

• ILO and other invited high-level participants within the overall ceiling of 80.

Indicative Agenda

Conditions that must be met in the hall:

1) The halls should have enough space for sitting, including registration table at the entrance, per each day

2) The Hall should be sufficiently bright with good light and air conditions.

3) The hotel should have full considerations for disability access

4) The hotel shall arrange for fully functional electronic and audio-visual equipment and event materials (such as banners and/ or flags banners, data shows, wireless microphones, audio systems, teleconference equipment and similar items)

5) Fiber link with minimum speed of 32 Mbps.

6) Flipcharts with stands, whiteboard with paper, and markers

For the 1 September event, the service provider shall arrange round-trip Baghdad-Erbil-Baghdad air tickets for nine participants from the Iraq Social Dialogue Forum.

8) 8) All visibility materials follow the applicable ILO and programme-specific visibility and branding requirements. Designs are provided or approved by the ILO. No photograph, film or other material produced under this contract may be published or released by the service provider without the prior written approval of the ILO.

9) 9) The service provider assigns a named focal point who is present at the venue before registration starts on each event day and remains until the venue is cleared, and who is reachable by telephone from the date of signature.

Desired Candidate Profile