Call for Decor Service Provider at Urgent Action Fund-Africa

To design, deliver, and implement a professional, clean, and ambient décor setup that enhances the attendee experience and complements the stage and AV setup, while maintaining the formality and prestige of a donor conference.

Scope of Work

• Guest Seating Area
• Provision of 150 chairs, fully dressed in high-quality chair covers with sashes or coordinated accents
• Table linen, overlays/runners, and appropriate centerpieces for 25 tables (seating 6 per table)
• Placement and layout planning to allow clear visibility to stage and screens
• Stage Area & Backdrop
• Podium area enhancement with floral/plant features
• Thematic or branded elements if required (e.g., logos, flags, banners)
• Floral & Greenery Enhancements
• Fresh floral arrangements for stage, podium, and table centerpieces (low, nonobstructive)
• Use of indoor potted plants or greenery to soften and enhance the tented atmosphere
• Entryway & Registration Area
• Branded or themed welcome arch or entrance structure
• Décor for registration tables, directional signage, and branding banners (optional)
• Carpeted entrance path if appropriate
• Ambient Décor & Lighting Coordination
• Soft ambient décor lighting to complement tent lighting (coordination with AV team)
• Color scheme selection to align with event tone and client preferences
• Decorative draping as needed (e.g., ceiling liners, side swags)
• Integration with Technical Set-Up
• Ensure décor setup accommodates LED screens and confidence monitors
• Coordinate with AV team for layout, wiring, and generator access
• Collaborate with event team to maintain safety and cleanliness
• Detailed Décor Expectations for A-Frame Tent Setup
• An A-Frame tent offers a grand, open, and airy structure that is ideal for elegant and professional gatherings. The décor provider should creatively utilize the vertical height, structural lines, and open layout of the A-Frame tent to deliver a visually appealing yet functional environment for a donor audience.
• Ceiling & Structural Décor/Air Conditioning
• Ceiling Draping: Install soft fabric drapes (e.g., chiffon, voile, or organza) in light, neutral colors (white, cream, or champagne) to soften the A-frame ceiling.
• Chandeliers or Pendant Lights: Hang elegant, lightweight chandeliers or decorative pendant lights along the central spine of the tent.
• Rigging Points: Incorporate floral garlands, paper lanterns, or thematic hanging elements from the cross beams, if permitted by tent structure.
• Walls & Side Panels
• Side Drapes: Dress the tent walls with gathered fabric or pleated curtain panels in soft, neutral tones.
• Window Panels: Add roll-down sheer curtains or sustainable material screens to provide shade while allowing natural light.
• Branding Options: Use soft signage or banners that complement the décor without obstructing airflow or views.
• Flooring
• Carpeting: Lay full carpeting throughout the tent in colors like beige, grey, or navy blue.
• Walkway Runner: Provide a carpet/themed runner from the entrance to the stage area.
• Stage Area Design
• Stage Skirting: Uniform, pleated skirting matching the overall color scheme.
• Backdrop: Framed fabric or modular panels with branding elements, floral borders, and screen integration.
• Podium Area: Decorated with fabric and flanked with pedestal flower arrangements.
• Entrance & Registration Zone
• Entrance Arch: A thematic archway to introduce the event theme.
• Signage: Printed welcome signage on easels or fabric banners.
• Registration Desk: Dressed in matching linen and decorated with small floral accents.
• Greenery & Floral Styling
• Plants: Use large potted plants (e.g., palms, ferns) to freshen and soften the space.
• Flowers: Incorporate fresh, seasonal flowers across centerpieces, the podium, entrance, and stage.
• Coordination with Technical Team
• Ensure visibility of screens and clear sight lines to the stage.
• Allow access for AV cabling, generators, and lighting rigs.
• Ensure confidence monitors and lighting are unobstructed by décor elements.

Deliverables

• Fully dressed and decorated conference tent for 150 guests
• Coordinated stage décor including backdrop and floral arrangements
• Well-laid guest seating arrangement with complete table setup
• Floral and greenery elements throughout the venue
• Complete installation by noon of 24th November 2025
• Dismantling and clearing by evening of 26th November or morning of 27th November

Duration and Timeline

• Setup Date: 23rd & 24th November till noon. Dry run afternoon of Nov 25th 2025
• Conference Dates: 25th and 26th November 2025
• Takedown: Post-event, 26th November 2025