Request for Proposals (RfP)

The Pakistan Poverty Alleviation Fund invites Technical and Financial Proposals from interested and qualified firms.

The firm will be selected in accordance with PPAF standard procurement guidelines.

Please submit hard copies of Technical and Financial Proposals in separate sealed envelopes by 14th September 2026 at the following address;

Procurement Section

Pakistan Poverty Alleviation Fund (PPAF)

Plot 14, Street 12, Mauve Area, G-8/1, Islamabad.

TERMS OF REFERENCE

 Hiring of Service Provider for

International Conference on Poverty Eradication Day 2026

1. About Pakistan Poverty Alleviation Fund (PPAF)

Pakistan Poverty Alleviation Fund (PPAF) is the premier apex institution dedicated to lifting the poor out of poverty through community-driven development across Pakistan. Established in February 1997 as a not-for-profit company under Section 42 of the Companies Ordinance 1984 (now Companies Act 2017), PPAF’s mission is to transform the lives of the impoverished, fostering a more equitable and prosperous Pakistan.

PPAF design and implement projects and initiatives that focus on climate-resilient infrastructure, green growth and energy, health, education, livelihoods, financial inclusion, and disaster resilience at the grassroots level. These interventions are implemented through PPAF's network of partner civil society organisations. 

PPAF is committed to building and enhancing the capacity of its partner organisations to improve social mobilisation, and to promote the values of inclusion, participation, accountability, transparency, and stewardship. Through these efforts, PPAF aims to create sustainable and empowered communities, significantly contributing to the nation’s long-term development and stability. For a complete profile, please visit our website at http://www.ppaf.org.pk

2. Background and Purpose

PPAF is convening the International Conference on Inclusive and Resilient Economic Empowerment and Growth on 13–14 October 2026 at Hotel Serena in Islamabad to mark the International Day for the Eradication of Poverty. The two-day conference attended by around 400 participants will provide a platform to reflect on progress and persistent challenges in poverty reduction, while exploring emerging pathways for inclusive, resilient and sustainable economic empowerment in Pakistan and beyond.

For nearly three decades, PPAF has worked with thousands of vulnerable and underserved rural communities across Pakistan, supporting them through community-driven and innovative approaches to address poverty in a sustainable manner. Its experience demonstrates that lasting poverty reduction requires an integrated approach that goes beyond income support to include productive assets, skills, financial access, entrepreneurship, market linkages, social protection and resilience to climate and other shocks. 

Building on this experience, the conference will bring together senior government representatives, donors and development partners, national and international experts, academics, practitioners, private sector representatives, media and community voices. Discussions will focus on poverty graduation, social enterprises and SMEs, youth economic empowerment, financial inclusion, climate-aligned growth and sustainable investment, providing an opportunity to exchange evidence, experience and perspectives on advancing inclusive and resilient economic growth.

Given the scale, profile and diverse participation expected at the Conference, strategic branding, visibility and high-quality event execution will be critical to amplifying its purpose and impact. A well-conceived and professionally executed communication and visibility approach will help establish the Conference as a significant platform for policy dialogue, knowledge exchange and collaboration on poverty alleviation and inclusive economic development. Strong visual branding, high-quality event production, targeted media outreach and compelling storytelling will be essential to effectively communicate the Conference's key messages, engage diverse audiences, enhance its visibility nationally and internationally, and extend the reach and relevance of the discussions beyond the two-day event.

The Service Provider will therefore be expected to provide integrated branding, event visibility, media engagement, content and storytelling support to ensure a cohesive, high-quality and impactful Conference experience, while helping sustain visibility and engagement around the outcomes and recommendations emerging from the Conference. The discussions will culminate in a Conference Communiqué capturing key recommendations and a way forward.

3. Objectives

The assignment will aim to:

• Position PPAF as a leading national voice and thought leader on poverty alleviation.
• Showcase evidence, experience, innovation and lessons from PPAF and other national and international actors to inform dialogue on poverty alleviation.
• Generate strong national and digital media visibility for the conference and PPAF.
• Strengthen engagement and confidence among government, donors and development partners in PPAF's knowledge, institutional and implementation capabilities.

4. Scope of Work

The Service Provider will lead the creative, communication, event management, production coordination, media/PR, digital campaign and conference documentation components of the assignment. The Service Provider will also coordinate and monitor the delivery and installation of approved conference materials and specialised production requirements, ensuring compliance with agreed specifications, timelines and quality standards.

The Service Provider will be responsible for developing the required specifications, designs, production briefs and schedules, coordinating with designated suppliers, monitoring delivery and installation, and ensuring compliance with approved specifications, timelines and quality standards.

A. PRE-CONFERENCE: DESIGN, PREPARATION AND CAMPAIGN

The Service Provider will lead the creative, communication, event management, production coordination and operational preparation of the conference, including management of suppliers engaged for these activities. It will prepare recommendations and materials for PPAF review and approval and will manage implementation once approved.

The Service Provider will provide the following services

• Develop the conference creative concept, logo, themes, key messages, visual treatment and communication narrative, aligned with the PPAF conference theme and approved visual direction.
• Review and refine the conference programme and recommend engaging session formats, including plenaries, expert conversations, community voices and parallel sessions.
• Develop session themes, briefs and discussion questions; prepare tailored talking points and key messages for speakers in the plenary and closing sessions; and support speaker briefing to ensure alignment with the Conference objectives, themes and key messages.
• Suggest and finalise the guest list in consultation with PPAF, extend invitations, manage RSVPs, and secure final confirmations to ensure attendance.
• Design invitations, programme, badges, folders, signage, stage graphics, digital screen content and other conference materials.
• Recommend appropriate conference giveaways, including shields and other visibility materials, and oversee their aesthetics, design and branding as required
• Develop the event production and operational plan covering stage, audience seating, AV, screens, registration, branding, staffing and venue requirements.
• Design concepts and manage artwork for conference exhibition stalls/pavilions and other approved visibility installations.
• Coordinate the production, printing and installation of approved conference materials and visibility materials, in coordination with designated suppliers and in accordance with approved specifications, timelines and quality standards.
• Coordinate and monitor relevant event production and other suppliers to ensure timely delivery, installation and quality of approved requirements.
• Develop a Conference Communication Plan covering pre-conference, during-conference and post-conference communication objectives, audiences, messages, channels, content, media engagement, digital activity and reporting.
• Develop an outdoor promotion plan for the Conference, identifying appropriate locations and formats for banners, billboards and digital displays on roads and highways in proximity to the conference venue, subject to PPAF approval.
• Coordinate and manage the required approvals and permissions from relevant authorities for outdoor promotional placements, and oversee the design, production, installation and timely removal of approved outdoor visibility materials.
• Prepare the conference information kit, media kit, key messages, press advisories/templates, speaker and conference profiles, and other approved promotional content.
• Initiate media and stakeholder engagement in advance of the conference and identify appropriate public/partner engagement opportunities, subject to timing and approval.
• Provide strategic advisory and value-addition support on emerging and unforeseen requirements throughout the assignment, including identification of new opportunities, risks and emerging trends; recommendations for innovative approaches beyond the agreed scope of activities; timely advice and adaptive support in response to changing Conference requirements; and post-conference lessons learned and recommendations to inform future PPAF events.

B. CONFERENCE DELIVERY: EVENT MANAGEMENT AND DOCUMENTATION

The Service Provider will provide full professional management of the two-day conference, including:

• Overall event coordination and on-site management, including management of any approved outdoor promotion and visibility requirements during the Conference.
• Event coordination throughout the two-day conference, including registration, ushering, MC/moderator support, participant-facing arrangements and media desk management.
• Stage, session and technical management, including coordination of AV, lighting, sound, digital screens, presentations and session flow.
• Coordination and supervision of suppliers during venue setup and conference delivery, including verification of branding, décor, visibility, exhibition/stall installations and technical requirements against approved specifications.
• On-site media coordination and journalist support, including facilitation of media access to designated speakers and organisational representatives.
• Professional photography and video documentation of the conference.
• Livestreaming and real-time digital/social media coverage, as approved under the communication plan.
• Speaker, panellist and participant interviews/testimonials and short-form video content, with the organisation facilitating access to designated spokespersons and participants.
• Daily conference highlights, photographs, videos and reels for approved dissemination.
• Press releases and conference news content, based on approved institutional messaging and conference proceedings.
• Real-time monitoring and resolution of production or supplier-related issues, in coordination with the organisation and relevant suppliers.

C. MEDIA, PR AND ADVOCACY: BEFORE, DURING AND AFTER

The Service Provider will deliver:

• Professionally edited 2–3-minute conference film/event highlights video, incorporating approved footage and messaging.
• Edited and curated photographic documentation of the conference.
• Post-conference media and digital campaign, including dissemination of key conference messages, findings and outcomes through agreed channels.
• Thought leadership and feature content, including opinion pieces, expert commentary, human-interest stories and other appropriate content, based on substantive inputs and approvals from the organisation.
• Conference highlights and key recommendations presented in appropriate communication/knowledge formats.
• Comprehensive Conference Report, covering the executive summary, proceedings, thematic sessions, panel discussions, Q&A, key takeaways, findings, recommendations and other agreed outcomes, based on session documentation and substantive inputs provided/validated by the organisation.
• Media and communications performance report, including media coverage, insertions, platforms, reach and comprehensive social media/digital analytics.
• Consolidated conference documentation archive, including photographs, videos, communication materials and other agreed outputs.
• Thank-you communications to speakers, partners and other key stakeholders, based on the approved list and messaging.
• Updated media, speaker, stakeholder and partner databases developed through the assignment.

4. Key Deliverables

5. Duration of Assignment

The Service Provider will be engaged for a period of three (3) months, from September to November 2026, with a total level of effort of 60 working days during the assignment period, to provide the required pre-conference, conference, and post-conference services.

6. Target Audience

The target audience includes

• Federal and provincial governments
• International delegates
• Policymakers
• International development partners and donors
• Economists and academics from leading global institutions
• Civil Society
• Private sector leaders and entrepreneurs
• Community leaders and beneficiaries
• Media

7. Roles and Responsibilities

The Service Provider will lead the creative, communication, event management, production coordination, media/PR, digital campaign and conference documentation components of the assignment, including coordination with suppliers engaged for these activities.

Costs retained by PPAF, including venue, catering, travel and logistics, accommodation and participant-related costs, will remain the responsibility of PPAF. Suppliers and vendors will be engaged and paid directly by PPAF, while the Service Provider will coordinate and monitor their delivery and performance, with such coordination covered under the agreed professional fee and deliverables.

PPAF will provide/approve the overall strategic direction, institutional content, research and data, final programme and materials, and lead government/protocol engagement and venue-related arrangements, including security, catering, participant transportation and accommodation. The Service Provider will support PPAF, as required, in speaker invitations, stakeholder engagement and related coordination.

The Service Provider and PPAF will establish a joint coordination mechanism to facilitate timely decisions, approvals and implementation.

8. Qualification and Experience Requirements

9. Equipment for the Assignment

No equipment will be provided by the PPAF. Any equipment needed to complete this assignment will be provided by the service provider.

10. Supervision & Reporting

The firm will report to a committee comprising PPAF Head Programmes & Special Initiatives, Head MEAL, Manager Media and Communication, Manager Procurement, and Manager Admin for progress updates as per the agreed work plan.

Key representatives of the selected firm will actively participate in regular Event Coordination Committee meetings, providing timely updates on the progress of agreed activities. They will ensure close coordination with all stakeholders, proactively address emerging issues, and align implementation milestones with the overall event plan to facilitate smooth and effective execution.

11. Intellectual Property and Ethical Consideration

All content developed under this assignment will be the sole property of PPAF. The Service Provider will hand over all the material (final files as well as source files) to PPAF along with event report. The Service Provider is prohibited from using or quoting any data/information from this assignment without prior written approval from PPAF’s senior management. Copyright infringement at any stage will not be acceptable and may result in serious action.

13. Payment Schedule

The assignment’s payment will be made in three instalments against the completed deliverables accordingly approved by the Committee:

14. Selection Method

As per PPAF’s Procurement guidelines and policy.