Consultancy Services for the Production of Giveaways, Branding and Visibility Materials

1. Type of Contract: Consultancy
2. Background

Etijah, in partnership with GIZ under the National Solid Waste Management Programme (NSWMP) and the EU GREEN project, which aims to promote sustainable solid waste management, environmental awareness, circular economy practices, and community engagement in Assiut and Kafr El Sheikh Governorates.

Throughout the project implementation period, the project has empowered civil society organizations (CBOs), youth, women, and local communities through awareness campaigns, technical training, tree planting initiatives, recycling activities, green entrepreneurship, and sustainable livelihood opportunities.

To celebrate the project’s achievements, showcase its impact, recognize the contributions of beneficiaries and partners, and present the project’s legacy, Etijah seeks to contract a qualified event management company to organize and manage the Final Closure Event, which will take place in Cairo.

2. Objective of the Consultancy

The objective of this assignment is to engage a qualified service provider for the design adaptation, production, printing, fabrication, branding, finishing and delivery of all physical communication and visibility materials required for the EU GREEN Closure Event.

The selected service provider will ensure that all materials are produced to a high professional standard, in accordance with the approved EU GREEN visual identity and applicable EU and GIZ communication and visibility requirements.

3. Scope of Work

The selected service provider shall be responsible for:

• Reviewing the approved EU GREEN visual identity and the designs provided by the EU GREEN team.
• Adapting designs to the required production specifications and preparing production-ready artwork.
• Producing, printing, fabricating and branding all materials approved by the EU GREEN team.
• Providing samples or prototypes prior to mass production, where requested.
• Ensuring the correct application, positioning and sizing of all required logos and visibility elements.
• Ensuring consistency in colours, typography, imagery and finishing across all materials.
• Conducting quality control throughout the production process.
• Packaging and delivering all materials to the designated location in Cairo within the agreed timeframe.
• Installing or assembling specific materials at the event venue where required and agreed as part of the assignment.
• Replacing or correcting any defective, damaged or incorrectly produced items at no additional cost.

4. Production of Event Branding and Visibility Materials

The assignment shall include the production of the main physical branding and visibility materials required for the Closure Event, including:

• 1 Media Wall 3×6 m – indoor, wooden frame: Production of a high-quality branded media wall to be used as the main background for official photography, VIP photographs, interviews and media coverage.

• Photo Gallery: Printing, mounting and finishing of selected project photographs to create a professional exhibition-style photo gallery showcasing the project’s activities, achievements and impact.
• 1 Registration Backdrop: Production of a branded backdrop for the registration and reception area.

• 2 Roll-ups and 4  Visibility Flags : Production of branded roll-up banners presenting EU GREEN project information, achievements or key messages.
• 1-2 Digital Leaflets or e-flyers for the project achievements.

• 5 Directional Signage: Production of directional signs to guide guests to the registration area, event hall, seating area and other relevant locations.
• 1 Podium Branding: Production of appropriate branding for the podium or lectern used during the event.
• 15-20 Table Numbers and Signage: Production of branded table numbers and, where applicable, QR-code displays or other table communication materials.
• 20 Name Badges: Production of professional branded name badges for participants, speakers, organisers and VIP guests.
• 70 Certificates of Appreciation: Printing and finishing of certificates of appreciation for partners, beneficiaries or other stakeholders, based on the final approved list and design.
• 11 award plaques
• 1-3 display units, shelving, and branding for Project Product Market/Exhibition
• PPT slides for speakers during panels
• Environment Characters/illustration to be used in PPT, Agenda Design, Rollups etc.
• Any additional branding materials required to ensure consistent visibility throughout the venue are put as optional in your financial proposal.

5. Production of Giveaways

The assignment shall also include the production of branded giveaways for distribution to event participants and stakeholders. Please suggest alternative creative giveaways and branding materials and put it as optional in your financial proposal.

The anticipated giveaways may include:

• Reusable tote bags, preferably produced from sustainable or environmentally friendly materials.
• Reusable water bottles, with high-quality EU GREEN branding.
• Branded notebooks, using a professional design and high-quality paper and finishing.
• Branded pens, preferably made from recycled or sustainable materials where feasible.
• Sustainability-themed kits or garden kits, where applicable, reflecting the environmental focus of the project.
• Other approved promotional items that may be required by the EU GREEN team.

The final list of items, quantities, specifications and branding requirements will be confirmed by the EU GREEN team prior to production.

Preference should be given to reusable, durable and environmentally responsible materials, in line with the overall objectives and identity of the EU GREEN project.

6. Design and Branding Requirements

All materials shall:

• Follow the approved EU GREEN visual identity.
• Comply with applicable EU and GIZ communication and visibility requirements.
• Use only approved logos and artwork.
• Maintain consistent colours, typography and graphic treatment.
• Use high-resolution photographs and graphics suitable for professional printing.
• Be appropriate for a high-level institutional event.
• Receive approval from the EU GREEN team before final production.

No material shall proceed to mass production without prior approval of the relevant artwork and specifications.

7. Quality Requirements

The selected service provider shall ensure that:

• All products are new and of high quality.
• Printed materials have clear, sharp and accurate reproduction.
• Colours and branding are consistent with the approved designs.
• Fabricated materials are structurally sound and professionally finished.
• Giveaways are durable and suitable for their intended use.
• Photographs used for the photo gallery are reproduced at appropriate resolution and quality.
• All materials are delivered clean, properly packaged and free from defects.
• Any defective or incorrectly produced items are replaced promptly and at no additional cost.

8. Deliverables

The selected service provider shall deliver:

• Production-ready artwork and adaptations where required.
• Samples and prototypes where requested.
• The completed media wall.
• The completed photo gallery, including printed and mounted photographs.
• Registration and event backdrops.
• Roll-ups and directional signage.
• Podium branding and table signage.
• Name badges and certificates.
• Approved giveaways.
• Any additional branding and visibility materials requested and approved by the EU GREEN team.
• Safe packaging and delivery of all materials to the designated location.
• Installation or assembly of agreed materials at the venue, where applicable.

9. Timeline

All production activities shall be completed sufficiently in advance of the Closure Event on 13 October 2026 to allow for delivery, installation, quality checks and any necessary corrections.

The service provider shall submit a proposed production timeline following the award of the contract and shall coordinate closely with the EU GREEN team to ensure that all deadlines are met.

10. Coordination and Approval

The selected service provider shall work closely with the EU GREEN team throughout the assignment.

The EU GREEN team shall provide the approved branding guidelines, relevant logos, content and designs required for production. The service provider shall be responsible for translating these materials into production-ready formats and ensuring that the final products accurately reflect the approved designs.

All final designs, samples, materials and production specifications shall be subject to approval by the EU GREEN team prior to production.

Proposal Submission Requirements

Interested companies shall submit:

Technical Proposal

• Company profile.
• Relevant experience and portfolio.
• Implementation timeline.
• Team composition.
• Proposed sustainable givaways, and production/branding materials.

Company Qualifications

Interested companies should demonstrate:

• At least three to five years of experience in branding, production.
• Strong experience in branding and event production.
• Experience working with international organizations, development agencies, or governmental institutions.
• Ability to provide innovative and environmentally sustainable event solutions.

Financial Proposal

A detailed financial proposal with itemized costs covering all components of the assignment and make sure to submit the following.

• Detailed Breakdown
• Commercial Record
• VAT Registration
• Tax Card
• Tax Registration

How to apply

Interested applicant should submit their application, applications should include all requested supporting documents., following this link before Wednesday, September 23rd, 2026 

1_ First Name_Last Name_Position_Financial Offer

2_First Name_Last Name_Position_Technical Offer

Late submissions will not be considered.