CANADIAN BAR ASSOCIATION

Vietnam Initiative for Strengthening Trade (VIST)

Request for Proposals 

Event Management Company — VIST Fall Workshops, Vietnam

 Two one-day workshops: Ho Chi Minh City, November 26, 2026, and Hanoi, week of November 30

 

1. About This Opportunity

The Vietnam Initiative for Strengthening Trade (VIST) is a Canadian Bar Association (CBA) project, funded by Global Affairs Canada (GAC), and implemented in partnership with Vietnam’s Ministry of Justice (MOJ). VIST supports Vietnam’s efforts to strengthen legal capacity for international trade and investment, including support to the MOJ’s Judicial Academy, training in international dispute resolution, and the International Financial Centres in Ho Chi Minh City and Da Nang.

CBA is seeking a qualified, Vietnam-based event management company to provide logistical support for two one-day workshops, in Hanoi and Ho Chi Minh City, bringing together Vietnamese legal professionals, public officials, and Canadian and/or international experts.

 

2. Assignment Overview

Assignment	Full logistical event management support for two consultation workshops
Workshop dates & Location	Ho Chi Minh City November 26, 2026 Hanoi (week of — November 30, exact date TBC)
Number of events	TWO one-day workshops
Estimated participants	Approximately 35 participants per workshop day
Working languages	Vietnamese and English
Contracting authority	Canadian Bar Association (CBA) — VIST Project
Funded by	Global Affairs Canada (GAC)

 

3. Scope of Services

For each workshop location, the selected company will be responsible for the following:

3.1 Venue and Meeting Facilities

• Source, book and manage a suitable conference/meeting venue sized for the confirmed number of participants, with breakout space, if required.
• Ensure the venue provides Wi-Fi, air conditioning, sound system, tabletop and wireless microphones, and appropriate room decoration.
• Arrange coffee breaks and buffet lunch for all participants and organizers on each workshop day.
• Coordinate venue set-up and support for opening/closing sessions.

3.2 Audio-Visual and Interpretation Support

• Provide and operate an LED screen/projection system, laptop, laser pointer/presenter, and an on-site AV technician for the full duration of each event.
• Provide portable interpretation equipment (transmitters, wireless headsets/receivers) sufficient for all participants. CBA will hire interpreters directly.

3.3 Event Materials, Signage and Branding

• Produce and print event materials, including agendas, name tags/badges, sign-in sheets, banners/backdrops and directional signage.
• Provide stationery (writing pads, pens) and on-site printing support, including a backup printer and paper.
• Apply CBA, Government of Canada and MOJ branding and visibility requirements, as provided by CBA.

3.4 Event Staffing

• Provide on-site support staff for guest registration, welcoming, and microphone assistance.
• Provide administrative and technical support staff throughout each session.

3.5 Participant Travel and Ground Logistics

• Book domestic air travel (and any necessary changes) with competitive unit price (economy class) for participants and speakers travelling from other Vietnamese cities.
• Arrange airport transfers and local ground transportation for participants, speakers and organizers.
• Coordinate hotel accommodation, including group bookings and rooming lists, for out-of-town participants, speakers and the CBA/Canadian delegation.

3.6 Registration and Attendee Support

• Support CBA and MOJ with attendee tracking and RSVP confirmation logistics, as required.
• Assist with preparing and distributing a “know-before-you-go” logistics package to confirmed registrants, in coordination with CBA.

3.7  Documentation and Post-Event Support

• Provide photography coverage of each event for CBA/GAC visibility and reporting requirements.
• Provide a final reconciliation report and supporting invoices/receipts for all contracted costs.

 

4. Qualifications and Eligibility

• Legally registered and licensed to operate as an event management company in Vietnam.
• Demonstrated experience organizing conferences or workshops for international organizations, government agencies, or development partners in Vietnam.
• Experience working with international donors, and familiarity with related administrative and reporting requirements, considered an asset.
• Financially sound and able to deliver services on an invoicing basis consistent with CBA and Government of Canada requirements.

 

6. Proposal Submission Requirements

Interested companies should submit a proposal (in English and/or Vietnamese) including:

• Company profile, including business registration/licence documentation.
• Relevant experience, with at least three references from comparable past assignments (including contact details).
• Technical proposal describing the proposed approach to delivering the scope of services in Section 4.
• Itemized financial proposal by cost category (venue and catering; AV, technical and interpretation support; materials and signage; staffing; travel and ground transport; accommodation; contract management fee), and payments required, stating the currency and inclusive of applicable VAT.
• Proposed key personnel, particularly on-site support team, and their roles on this assignment.
• Confirmation of availability for both workshops during the end-of-November to early-December 2026 window (exact dates to be confirmed), plus any required set-up and close-out days.

 

7. Evaluation Criteria

Proposals are scored out of 100 using the weights below. Proposals scoring under 70% (49 of 70 points) on the three non-financial criteria will not be considered further. The lowest-priced compliant proposal receives the full 30 financial points; others receive 30 points multiplied by the lowest price divided by their own price. The highest total score wins the contract.

Evaluation Criteria	Weight
Relevant experience and qualifications	25%
Quality and completeness of technical proposal	30%
Proposed key personnel	15%
Financial proposal (value for money)	30%

 

8. Compliance Requirements

The selected company must comply with CBA’s procurement standards, anti-corruption policy and Code of Ethics, and must support CBA’s commitments to gender equality and inclusive, ESG-aligned procurement practices. It must not engage in fraud, corruption, collusion or conflict of interest, and must promptly disclose to CBA any circumstance that could give rise to such concerns.

 

9. How to Apply

Proposals should be submitted electronically to CBA International Development Program [email protected] no later than Monday, October 26. Questions may be directed at CBA International Development Program [email protected] prior to Friday October 23, 2026. CBA reserves the right to reject any or all proposals, to request clarifications, and to negotiate final terms with the selected company.