Request For Vendor – Service Provider Proposals

Dear UNAA Members,

We are hereby requesting for Proposals to provide services in the areas of Childcare service, Decorations, Audio Visual, Photography, Videography and Media Coverage for the 2023 UNAA Convention in Dallas, Texas.

The Deadline for submitting Proposals is: July 10th 2023. Email proposals to: [email protected]

The Scope of services and requirements are as below (but not limited to):

FOOD CONSULTANT:

• Should be very knowledgeable in the foodservice and hospitality industry
• Must have a food vendor license to provide food consulting
• This will be a limited Assignment specific to the duration of the Convention.
• Will advise UNAA LOC on food choices and pricing
• Ensure the culinary needs by UNAA are clearly understood by the Chef at the Hotel
• Act as an advocate for foodservice operations
• Ensure Safety precautions are followed when setting up food booths

DECORATOR:

• Propose, design and implement the event décor in line with the Convention theme.
• Maintain safety measures while setting up event décor
• Ensure decorations are permissible and meet hotel requirements.
• Coordinate with LOC to ensure all requirements are met.

VIDEOGRAPHY & PRODUCTION SERVICES:

• Provide a live Broadcast and live stream of Convention activities
• Promote the Exhibitors and Sponsors
• Live Production during main General Sessions
• Provide the deliverables (Recordings) to UNAA in a suitable storage device
• Engage in active Marketing of the convention after Contract approval.

PHOTOGRAPHY COVERAGE:

• Capture High Quality photos during both General and Breakaway sessions
• Provide the deliverables (Photos) to UNAA in a suitable storage device or Links
• Provide Real time photo samples for daily updates on UNAA’s social media
• Engage in active Marketing of the convention after Contract approval.

AUDIO VISUAL:

• Provide Audio Visual & Lighting services for the duration of the Convention.
• Should have enough Presentation and public address systems/equipment to cater for sessions running simultaneously in different Ballrooms.
• Coordinate with the Hotel Event staff to ensure smooth operations
• Should be able to acquire General Liability Insurance of at least 1,000,000 per occurrence or 2,000,000 general aggregate Insurance
• Coordinate and meet Technical Riders as provided by Artists
• Enforce the Highest safety standards
• Engage in active Marketing of the convention after Contract approval

The vendor selection process is streamlined, and only the most qualified service providers will be chosen as service providers for our 2023 UNAA convention in Dallas Texas.

Sincerely,

Lamber Etibot

Executive Secretary, UNAA on behalf of the Ugandan North American Association Leadership.