Issued by: Arab Researchers for Managing Forums and Training
Event: ARIJ 18^th Annual Forum, 5 – 7 Dec 2025, Amman, Jordan
RFP Issue Date: September 1, 2025
Submission Deadline: September 15, 2025
Contact: Zeina Al Hamouri, Portfolio Manager, Zeina@ARIJ.NET. 

1. Introduction

Arab Researchers for Managing Forums and Training invites qualified production and branding companies to submit proposals to deliver comprehensive branding, audiovisual, and filming services for our upcoming 3-day event, ARIJ 18^th annual forum taking place on 5 – 7 Dec 2025 at Signia by Hilton Amman, Jordan.

We are seeking a reliable vendor with proven expertise in event branding, filming, sound and translation systems, and staging design to ensure a professional and seamless participant experience.

2. Scope of Work

The selected company will be responsible for the design, installation, and operation of all production and branding elements throughout the event.

A. Main Hall (Opening Remarks, Awards Announcement, Lightning Talks)

• Full stage setup (TEDx Style) with surrounding seating in a circle shape  
• Large LED screens and backdrop
• Professional lighting
• High-quality sound system
• Multi-camera recording of sessions
• Simultaneous interpretation setup

B. Middle Hall (Plenary Sessions)

• Stage setup with 2 screens and theatre-style seating
• Multi-camera recording
• Sound and simultaneous translation systems

C. Smaller Rooms (Panels)

• 3 breakout rooms equipped with:
  • Small stage + screen
  • Sound system
  • Translation equipment

D. Registration & Branding

• Fully branded registration desk
• Digital security booth setup
• Media wall (step-and-repeat) for interviews and photography
• Event-wide branding: banners, backdrops, wayfinding, and venue décor

3. Deliverables

• Filming & Recording: Multi-camera coverage of all sessions with raw footage and edited highlight videos.
• Branding Materials: Full design, production, and installation of venue branding (digital and print).
• Technical Support: On-site technical team for sound, lighting, and interpretation.
• Event Management Support: Coordination with organizers for seamless production flow.

4. Vendor Qualifications

Proposals should demonstrate:

• At least 3 years of experience in large-scale event production.
• Strong portfolio of similar events (links or samples required).
• Ability to manage simultaneous translation, sound engineering, and multi-camera filming.
• Licensed equipment and technical staff.

5. Submission Guidelines

Interested vendors should submit:

1. Company Profile (including registration documents and references)
2. Detailed Technical Proposal outlining concept, design, and execution plan
3. Itemized Financial Proposal (including VAT and all costs)
4. Portfolio of at least three similar events delivered in the past two years

Submission Deadline: September 15, 2025 at 12:00 noon Amman time
Submission Method: Email: procurement@arij.net  – Late submissions will not be considered.

6. RFP Timeline