Third Technical Working Group Meeting

International Labour Organization

Purpose for this Service:

The International Labour Organization (ILO) is seeking an event management company to provide logistical support for the third meeting of the Technical Working Group on Formalization. Scheduled for 27 April 2026 (TBC) in Baghdad (9:00 AM 2:00 PM).

Objective:

The third TWG on Formalization meeting, to be held on 27 April 2026 in Baghdad, aims to operationalize the outcomes of previous TWG discussions by formally launching the Formalization Steering Committee.

Following the issuance of an o icial letter by the Ministry of Planning to relevant ministries, institutions, and social partners, requesting the nomination of representatives to the committee, the meeting will mark a key transition from the TWG coordination phase to a government-led institutional framework.

The meeting is expected to serve as the rst session of the Steering Committee, bringing together nominated representatives (expected to reach approximately 15 17 entities) to con rm the committee s composition and formally establish its mandate. It will also provide an opportunity to align members on roles and responsibilities, coordination mechanisms, and the overall process for developing the National Formalization Strategy.

In addition, the meeting will initiate discussions on priority areas for action, including strengthening institutional coordination, advancing social security coverage, and improving the registration of workers and enterprises, in line with the directions agreed during previous TWG meetings.

Below is the proposed list of invites:

Logistics Requirement:

A- First Option: Venue Ministry of Planning (MOP-to be con rmed by ILO)

• 1. Description Quantity Days Unit Total Price /USD Price /USD Requirements for MOP Meeting room for up to (45)1 participants 1 day Data show , Flip chart Drinking water Projector Type of the meeting room: to be decided by MOP focal point Description: The conference should be equipped with the following equipment that need to be returned back to the provider once training done: 1. One Laptop with long HDMI wire To be connected with the data show and Zoom link
• 2. 3. 3 Extension Cords Rental of Slide clicker with extra batteries (to be used at the event) 4. Sound System: Speakers Mixers Loudspeakers Hanging wireless Wireless mic (3), Table mic (25), One data show (to be used at the event)
• 5. 45 Person 1 day Co ee Break One time co ee break 45 Person 1 day Lunch (Normal) Rich Meal Box (Open bu et) Set Menu Meal Box Zoom link (with access to interpretation) 1 Each 1 day The vendor will be responsible for connecting the participants to this meeting through Zoom link, the vendor is responsible for creating the zoom link, in addition to testing it before the event.
• 6. Web camera 4K on Zoom 1 Each 1 day Interpretation system: Languages: AR-EN (Vice versa)
• 7. Number of headsets Interpretation devices: 45 Each 1 day Interpreters: 2 Full day up to 8 hours to be con rmed by ILO Languages: AR-EN (Vice versa) Interpretation booth interpreter s 1 Each 1 day Printing materials / Agenda & documents Colored Black and white glossy 1 page *(40 40 copy 1- Printing Agenda in Arabic (A4-colored) 2- Printing Agenda in English (A4-colored) 3- Printing booklets with thermal bind: Perception Report-AR and EN : 164 pages 45 copies pages) 1 page *(10 pages) - Agriculture Policy Paper EN and AR : 97 Pages 70 copies 10 copy - Construction Policy Paper EN and AR : 104 pages 70 pages 838 pages - Manufacturing Policy paper EN and AR : 132 PAGES 70*410 copy Pages (PHONE_NUMBER pages) - - ODI FI Policy Brief EN and AR : 16 Pages- 65 copies ODI KRI Policy Brief EN and AR : 14 Pages 65 copies OECD Report EN and AR : 311 Pages 25 copies
• 8. Branded A4 folder 45 Each 1 day Colored Black and white glossy
• 9. Roll up banners: (2m X 0.9M- aluminum base) good quality 2 Each 1 (in line with the ILO Branding Guidelines).
• 10. Stationaries (Marker pens - blue, red, green and black,45 each 1 L.S Branded Pens, Branded Notebook, etc ) for all participants 1 Transportation allowance amount for participants (OSU will35 Person 1 day do the necessary calculation based on number of participants entitled to DSA) 10 USD 350 USD 3 5 persons (1 day DSA in Baghdad) Table Name tags for participating entities designed in line45 copies 1 L.S with ILO Branding Guidelines Total Amount (USD)

B- Second option Venue: To be in 5 stars or 4 stars hotel based on UNDSS cleared hotels list (Attached) and cost e ectivity.

• 1. Description Quantity Days Unit Total Price /USD Price /USD Meeting room for up to (45) participants (U- shape style) 1 1 day (Round table style) Data show Flip chart Drinking water Projector Type of the meeting room: Smal up to 15 Medium up to 30-50 Large 50 -250 Hotel Rating: the suppliers have to provide cleared hotels option by UNDSS, and due to the security situation in Iraq the con rmation should be obtained from UNDSS prior to the event. Five stars hotel, and approved by UNDSS Four stars hotel, and approved by UNDSS Description: The room should have bright/su cient lightning. A few windows are allowed. The walls should be solid and straight to allow sticking posters, ipcharts, sickly notes and other pieces needed for the training. The hotel management should be in agreement with posters, ip charts, sticky notes and other pieces to be sticked to the walls with sticky tape.
• 2. The conference should be equipped with the following equipment that need to be returned back to the provider once training done: 6. One Laptop with long HDMI wire To be connected with the data show and Zoom link 3 Extension Cords Rental of Slide clicker with extra batteries (to be used at the event) 7. 8. Sound System: Speakers Mixers Loudspeakers Hanging wireless 9. Wireless mic (3), Table mic (25), One data show (to be used at the event) 2 3 4 Co ee Break One time co ee break 45 Person 1 day 45 Person 1 day Lunch (Normal) Rich Meal Box (Open bu et) Set Menu Meal Box Zoom link (with access to interpretation) 1 Each 1 day The vendor will be responsible for connecting the participants to this meeting through Zoom link, the vendor is responsible for creating the zoom link, in addition to testing it before the event.
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