TORs

Important Note:

Online Q&A Session for Interested Vendors on Scope of TORs for Event Management Services for Execution of Startup Summit Gilgit Baltistan: https://bit.ly/3E1CC2h

 

📅 Date: April 7 |⏰ Time: 1:00 PM – 2:00 PM

Introduction

Accelerate Prosperity (AP) is a global initiative of the Aga Khan Development Network (AKDN) in Central and South Asia, which follows guidance from the Aga Khan Foundation (AKF) Board to develop more formal structures to catalyze enterprises within AKDN’s main area development programs, where economic opportunities remain insufficient. Through patient capital and tailored business advisory to startups and businesses, AP complements broader employment-related programs of AKF and draws significantly on technical expertise from the Aga Khan Fund for Economic Development’s (AKFED) Industrial Promotion Services (IPS), and coordinates efforts with the AKDN’s financial institutions, the University of Central Asia and many other national partners. 

AP’s approach combines financial and non-financial support, recognizing that standalone business development services and traditional bank financing are inadequate to catalyze start-ups, grow small firms, and deliver job creation in fragile and emerging markets, particularly for marginalized groups in rural areas.

These TORs are supported under the BEST4WEER project which aims to improve women’s social and economic empowerment during the process of COVID-19 recovery and rebuilding in Gilgit-Baltistan province and the Chitral district in Pakistan.

Event Overview: The Startup Summit

Accelerate Prosperity is organizing a two-day Startup Summit in Gilgit/Skardu, designed as a high-impact networking event that will showcase startups and Small and Growing Businesses (SGBs) supported by AP across Northern Pakistan. The summit will emphasize technology and sustainability, while championing women-led businesses supported by the financial assistance of Global Affairs Canada.

The event will provide startups with exposure to potential partners, policy makers, ecosystem enablers, and fellow entrepreneurs, allowing them to build B2B linkages, secure investments, access new markets, and drive innovation.

Core Objectives of the Event

1. Enhance Visibility of Gilgit Baltistan and Chitral based businesses: The event will enhance the visibility of startups and AP’s impact in the region through media coverage and expanding entrepreneurs’ reach and market opportunities.
2. Knowledge Exchange: Encourage idea-sharing between startups, investors, and industry experts to drive innovation and business growth.
3. B2B Linkages: Connect AP-supported businesses with national counterparts, unlocking partnerships and market expansion.
4. Networking: Facilitate interactions between startups, mentors, and industry leaders to encourage collaboration and growth.
5. Provide Potential Opportunities for Partnerships: Provide AP-supported startups and SGBs an opportunity to pitch to potential partners, VCs, and AKDN agencies to unlock scaling opportunities.

Scope of Work

Expected Attendance: 200-250 participants

Venue: Gilgit City or Skardu City (TBD)

Date: May 2^nd and 3^rd  2025 (tentative)

A link to photos of Startup Summit Karachi: Link

** These photos serve as a reference for the type and scale of the event.

Event Structure:

Day 1: The event will host 200-250 participants for a full-day lineup of segments that includes a panel discussion, a fireside chat, a startup pitch battle, and other activities. There will also be 20-25 product demo stalls in an open area throughout the day.

Day 2: 3 Workshops & 2 Roundtables happening simultaneously from 10:00 AM to 5:00 PM, focusing on knowledge sharing, technical support, and capacity building for entrepreneurs, while also promoting collaboration and addressing key industry challenges.

The selected firm will be responsible for complete event management on Day 1 and for providing specific services for Day 2, including workshop & roundtable facilitation and technical & logistical support (SMD screens, audio-visual setup etc.)

The firm will provide end-to-end event planning, event collateral design and print, event execution, etc. delivering an impactful experience aligned with the summit’s strategic goals. The firm is expected to ensure the event is well-organized and successful in achieving its goals, including but not limited to: 

• Event Planning and Management
• Event Venue Setup as Per Approved Layout Plan
• Event Design Collateral (Design & Print)
• Logistics & Operations
• Branded Merchandise for Event Participants

The breakdown of deliverables required are reflected in the detailed list of deliverables: Link

 

Timeline

Milestone	Date
Contract Award & Onboarding	Mid-April 2025
Pre-Event Campaign	Mid-April – End April 2025
Startup Summit Execution	2–3 May 2025 (Tentative)
Post-Event Reporting	By end-May 2025

 

Proposal Submission Requirements

1. Technical Proposal: The technical proposal should include a comprehensive event layout plan along with a detailed strategy for managing the overall event, ensuring smooth coordination of all aspects outlined in the Scope of Work.
2. Company Profile: A detailed company profile highlighting the firm’s relevant experience, past projects, and capacity to deliver similar assignments.
3. Financial Proposal: A complete financial quotation, inclusive of all applicable taxes, should be submitted in alignment with the deliverables outlined under the “Scope of Work” section.

The financial proposal must reflect:

• Gilgit-specific cost considerations (venue, travel, accommodation, etc.)
• Comprehensive cost breakdown for each service area
• Inclusion of taxes, service charges, and third-party vendor fees

Selection Criteria

Criteria	Weight
Relevant Experience and Expertise	30%
Creative Event & Execution Plan	30%
Financial Competitiveness	40%

Submission Guidelines

Interested event management firms are invited to submit their detailed proposals in response to this TOR. The submission should include:

• Company profile and experience
• Financial proposal (inclusive of all costs including taxes)
• Proposed execution plan

Submission Mode

All proposals must be emailed to procurement_appk@akdn.org with the title “Proposal for Event Management Firm Required for Execution of Startup Summit Gilgit Baltistan”. The proposals should be sent before April 10, 2025 – 17:00 PKT

Deadline: 10th April 2025 – 17:00 PKT