REQUEST FOR QUOTATION FOR PROCUREMENT OF CONFERENCING FACILITIES & VIDEO STREAMING SERVICES FOR 25 PARTICIPANTS 9 – 11 NOVEMBER IN HARARE a) Full day conference package for 25 Participants from 9th TO 11th November 2021 Conference package to include: • Venue Hire (must safely and comfortably accommodate 25 People) • Conference set up (with cordials and mints); • Projector and Projector Screen; • Morning Teas with sandwiches at 10am • Buffet lunch including 1 soft drink/juice • Afternoon Teas with pastries at 3pm; • Bottled Water (three per person per day); • Very Good and stable Wi-Fi Connectivity; • Air Conditioning; • Stationery (including flip charts, flip chart stand, pen, paper, markers). • COVID 19 PROTOCOLS - Provision of hand sanitizers at (i) the entrance of the conference room, (ii) in the conference room at least 3 bottles (iii) at the refreshments serving point(s) - Provision of hand washing point at meal times. - Adequate ventilation in the room provided - Proper cleaning and disinfecting of the area where people have direct and constant contact (chairs, tables, doors, doorknobs, or any other surface) prior and after completing meeting session. b) Video and conferencing equipment hire • At least 3 High Definition video cameras, each with a tripod with all the wiring required, 3 cameraman • Lighting if needed • A video mixer • An audio mixer • 2 x 65inch TVs on stands + LCD projector • 1 x Comfort monitor • 5 Table Microphones (considering the number of panelists on the podium, and mics for the floor tables) and 2 radio handheld microphones on standby in case • Video and audio monitoring • Encoding audio-video digital workstation (computer with professional audio/video interface and professional software), to then connect to the encoded signal from the mixers to ZOOM. • Cabling and wiring • 3 video cameramen • 1 sound technician • 1 video mixer • 1 IT technician • Encoding of the video signal (including the audio) with the following specifications - mp4 640 x 360 (16x9) at 800Kb/sec (Standard resolution) - mp4 1024 x 576 (16x9) at 1,200Kb/sec (High Definition resolution)