Objectives

Malaysia will officially assume the annual rotating chairmanship of ASEAN in January 2025. Throughout its chair year, Malaysia will host several high-level events involving participants from ASEAN member states and the global community. Aus4ASEAN Futures will provide critical support in managing and organizing these events, which will feature both in-person and online components and will take place across Malaysia during 2025.

To ensure the successful execution of these events, Aus4ASEAN Futures is seeking to engage Event Management Firms (EMFs) to deliver a comprehensive range of services. The responsibilities of the EMFs will include detailed planning, preparatory activities, on-the-day coordination, and complete logistical support. Specifically, EMFs will be tasked with meticulous planning and budgeting, leading preparatory efforts, managing event logistics, and collaborating with subcontractors and service providers, such as hotels and event venues.

EMFs are invited to submit an Expression of Interest (EOI) for the management of these high-profile events, to identify and shortlist qualified firms based in Kuala Lumpur, Malaysia with the ability to fulfill these services. Suitably qualified and shortlisted firms will enter into a Master Services Agreement with Tetra Tech.

Upon receiving detailed information from DFAT a specific event, Tetra Tech will issue a Terms of Reference and invite shortlisted EMFs to submit a proposal response to manage and deliver the event. Tetra Tech will evaluate all received proposals, and the preferred firm will be awarded a work order, contingent upon their proposal demonstrating value for money and meeting other stipulated selection criteria.

The selected EMF will collaborate closely with the Aus4ASEAN Futures PPMSU and the TSSP throughout the assignment to ensure seamless execution and alignment with the objectives.

Initial Scope of Services

Once selected, EMFs will be responsible for planning and delivering high-profile ASEAN events. To achieve this, the EMF will deliver the following:

1. Pre-event planning

· Create a comprehensive project plan with clear timelines and milestones and a working budget.

· Select and coordinate with the hotels/venue and other suppliers.

· Arrange event participants’ travel and accommodation in full.

· Prepare the meeting venue, following ASEAN protocols and standards and DFAT standards on accessibility and security.

· Assist in the production/printing of workshop materials.

· Manage other preparatory activities as directed by the TSSP.

· Identify risks and suggest contingencies/management actions to the TSSP.

2. On-the-day event management

· Manage participant registration, including reception desk manning.

· Ensure branding protocols are followed.

· Assist with a range of participant concerns, including but not limited to, accommodation check-in, and airport meeting services.

· In coordination with the venue, ensure the meeting rooms are ready for the events.

· Set up online meeting platforms if necessary.

· Set up a system for responding to urgent concerns during the event proper.

· Provide VIP support if and as required.

· Ensure a high-quality and seamless experience for all event participants.

3. Ongoing responsibilities

· Monitor expenses to ensure financial accountability.

· Attend coordination meetings.

4. Post-event activities

· Ensure all suppliers are paid in a timely and accurate manner.

· Prepare acquittal report and ensure all invoice/receipts are filed.

· Submit a final event report to the TSSP providing a summary of proceedings, participant information and any lessons learned and future recommendations.

5. Marketing and promotion (as required under TSSP guidance)

· Assist in developing a marketing strategy for event promotion.

· Assist in leveraging social media, and other channels to engage target audiences.

· Assist in designing and distributing promotional materials.

Selection Criteria

The EOI must contain the following:

Part 1: Company Profile (five A4 pages maximum)

- Key information about the company, including type of registration to operate in Malaysia

- Description of events management services provided in the last three years

- Description of past and ongoing clients

- Details of relevant company certifications (for example, ISO 20121: managing sustainable events).

Part 2: Past Experience and References (minimum of three examples; use the template provided)

Part 3: Proposed Support Personnel (minimum of three; use the template provided in the TOR) and Subcontractors (if relevant).

For a complete terms of reference, please click here. Password is TetraTech2025

How to apply

Please submit your application by clicking the "Apply for job" button.
Applications will only be accepted via the Tetra Tech International Development Website. 

The EOI must contain the following: 

Part 1: Company Profile (five A4 pages maximum)
-  Key information about the company, including type of registration to operate in Malaysia
-  Description of events management services provided in the last three years
-  Description of past and ongoing clients 
-  Details of relevant company certifications (for example, ISO 20121: managing sustainable events). 

Part 2: Past Experience and References (minimum of three examples; use the template provided)

Part 3: Proposed Support Personnel (minimum of three; use the template provided) and Subcontractors (if relevant).

Apply before 11:59 PM AEDT Sunday 12 January 2025

Due to the high volume of applications, only shortlisted candidates will be contacted. 

Why Tetra Tech International Development?

As a leading development consulting firm, Tetra Tech International Development works with people and communities to solve some of the world's most complex challenges to achieve a positive impact.

Working at Tetra Tech International Development means working within a values-led organization that invests in flexible work environments built on trust, safety and well-being. Through unified systems, flexible and supportive workplaces, we provide the foundations required for our team to enjoy the work they do and deliver value every day. Read more about our culture, purpose and values here.

Tetra Tech International Development is an equal-opportunity employer and has a genuine commitment to diversity and inclusion. We encourage people with disability; First Nations Peoples; and people of all cultures, genders, abilities and experiences to apply.

Should you require additional support with your application, please email IDEV.HRServices@tetratech.com or phone (08) 8375 4400.

Position Type 

Project opportunity

Proposal and tender opportunity 

Region

Southeast Asia