[TOR] Provision of Logistic Arrangement for the 1st Regional Forum on Environment Pollution Prevention

ene 14, 2026 Website Article Cover

Position Title: Event organization consultancy firm to support logistic arrangement for the 1st Regional Forum on Environment Pollution Prevention in Ho Chi Minh City.

Implementation: From 15th Jan to 4th Mar, 2026

Location of Assignment: Ho Chi Minh City

1) GENERAL BACKGROUND

GAHP, with the support of UK International Development through the UK Department for Environment, Food and Rural Affairs (Defra), is organising a Regional Pollution Forum.

The Forum will be held in Ho Chi Minh City from 1 to 3 March 2026 and will involve participants from countries across South East Asia, the UK, and GAHP staff members. As the organiser, the Global Alliance on Health and Pollution is seeking an event organisation firm to provide logistical support for the Forum during the event dates.

2) OBJECTIVES OF THE ASSIGNMENT

The objective of this assignment is to provide logistical support for the organisation of the Regional Pollution Forum in Ho Chi Minh City, including:

Getting quotes from the hotels
Reservation of hotel rooms and meeting halls for participants
Transportation for international participants during the Forum, including airport/station transfers and travel between hotels and the venue.
Forum logistics as detailed in Section 4.
Admistrative support to GAHP as required.

3) SCOPE OF WORK

The scope of work under this TOR including:

3.1. Selection of hotel(s) for participants and forum venue: Under the guidance of the GAHP team, provide quotations for hotel rooms and the Forum venue for selection, and subsequently book the hotel accommodations and meeting hall for participants based on the agreed prices.

3.2. Transportation for participants: Under the guidance of GAHP team, arrange VISA, air tickets, vehicles for transportation during the forum including airport pick up, shuttle transportation between hotels and forum venue, and airport sending off and or other locations.

3.3. Forum logistic arrangement: Under the guidance of GAHP team, provide logistic arrangement for forum setup and implementation including items listed in Section 4.

4) DETAILED TASK ASSIGNMENT:

4.1. Selection of hotel(s) for participants and forum venue:

Provide multiple hotel options, forum venue choices, and room rates for GAHP’s consideration, based on the quotation table in Annex 1. The venue and participant accommodations are expected to be in the same hotel, so information should include addresses, capacities, and rates.
Once GAHP approves the hotel and venue, book the hotel rooms according to the number of participants provided and reserve the forum venue.
Link with participants for booking and logistics.
Assist participants with hotel check-in and check-out based on the list provided by GAHP.
Support GAHP with payments for participants’ rooms and the forum venue, including both pre-payments and post-payments.
Collect all bills and receipts for hotel rooms and the forum venue and provide them to GAHP.

4.2. Transportation for participants:

Arrange cars or buses to transport international participants between the airport and hotel(s) according to the arrival and departure schedule.
If participants are accommodated in multiple hotels, arrange shuttle buses between hotels and the forum venue.
Provide transportation for GAHP and DEFRA participants between hotels and the VACNE final workshop venue at Nguyen Tat Thanh University, including transfers to and from the airport, according to the provided schedule.
Assist participants with air ticket booking and visa applications, including administrative support, fee payments, receipt collection, and submission of all receipts to GAHP for accounting.
Provide GAHP with a full record of receipts and liquidation reports for all transportation arrangements, as indicated by GAHP Secretariat and finance team.

4.3. Forum logistic arrangement:

Under the guidance of GAHP team, identify relevant hotels for participants’ stay and forum venue during the days from 28 Feb to 4 Mar 2026. The best option is a hotel with an appropriate meeting all for 100-participant forum and at least 51 guest rooms for participants.
Discuss with the identified hotels/venue to provide quotation for GAHP.
Once approved by GAHP, reserve the forum venue, hotel rooms for participants as planned.
On the participants’ arrival date, pick up the participants and assist them to check in the hotel. On the departure dates, assist participants to check out the hotel on time and depart them to the airport
Support meeting hall arrangement including printing and set up the forum banner, decoration, tables, translation cabin, hand-out materials distribution, internet connection, over-head and screen, etc.
Arrange coffee breaks, lunches, and dinners for the forum.
Assign assistants during the forum to support logistics during the forum taking place.
Collect receipts of the forum, hotel rooms and provide GAHP for liquidation

5) DURATION:

The duration and timeline for the assignment of this TOR is from 15 Jan to 15th Mar 2026.

6) DUTY STATION:

The duty station is based in Ho Chi Minh city:

Information and price quotations of identified hotels and forum venue. Deadline: 25 Jan 2026
Hotel and venue reservation. Deadline: 30 Jan 2026
Plan for airport pickup. Deadline: 10 Feb 2026
Forum completed. Deadline: 4 Mar 2026
Invoices submitted. Deadline: 4 Mar 2026

7) PROVISION OF MONITORING AND PROGRESS CONTROLS

The GAHP team in Viet Nam will provide supervision and collaboration on all three areas of work.
GAHP will provide list of participants with sufficient information and details for air ticket booking, VISA application, and airport pick up
GAHP will design banner, standees, and other materials and provide for printing and forum decoration
Advance budget will be made if needed based on the contract terms and specific assignments. Final payment will be made up on completion of the forum and invoice receipt in compliance with the terms and conditions.

8) REVIEW TIME REQUIRED AND PAYMENT TERM

Payments are based upon output, i.e. upon delivery of the services specified in the TOR. The firm shall receive payment in instalments from GAHP as follows:

First payment of 50% of the contract value will be paid upon signing of the contract;
Final payment of 50% of the contract value will be paid upon the completion of the forum;
As for Air ticket and VISA application fees, the payment will be made up on quotations and information provision.