Design, Production and Deployment of Interactive Photo Booth services for MOP38

Agency: UNDP | Reference: UNDP-RWA-00418 | Type: Request for proposal 1. General InformationConsultancy Title:Design, Production, and On-Site Deployment of an Interactive Photo Booth at the 38th Meeting of the Parties to the Montreal ProtocolType of contract:Request for Proposal (RFP)Location:Kigali Convention Centre, Kigali, Rwanda – on-site deployment requiredDuration:Within 5-6 weeks (from date of contract signature)2. Project Background and JustificationThe United Nations Development Programme (UNDP) is the UN’s leading knowledge organization for sustainable development and the integrator for collective action toward the achievement of the Sustainable Development Goals (SDGs). Its policy work – spanning Headquarters, Regional, and Country Offices – combines local insights with global expertise and advocacy.The Montreal Protocol is an international agreement to protect the ozone layer by eliminating ozone-depleting substances (ODS), whose depletion would otherwise increase harmful UV radiation and associated health and environmental damage. Since its adoption in 1987, it has eliminated over 98 percent of controlled ODS, and as a significant co-benefit, reduced cumulative CO2-equivalent emissions by 135 billion tonnes between 1990 and 2010.In 2016, Parties adopted the Kigali Amendment, calling for a gradual phase-down of hydrofluorocarbons (HFCs) – potent greenhouse gases used in refrigeration, air conditioning, aerosols, and fire protection. Since 1991, UNDP has partnered with around 120 countries to support their Montreal Protocol obligations through technology transfer, technical assistance, formulation and implementation of country and sector strategies, capacity building, and facilitation of partnerships and funding.2026 marks the 10th anniversary of the Kigali Amendment. The anniversary will be marked at the 38th Meeting of the Parties (MOP38) to the Montreal Protocol, presenting a unique opportunity to celebrate progress achieved over the past decade, recognize the contributions of Parties and partners, and inspire continued ambition on sustainable cooling and climate mitigation.UNDP is seeking to deploy an interactive, branded photo booth activation ("Cooling the Planet") at the MOP38 venue. The activation is intended to engage delegates and visitors in a highly visible and interactive format, generate authentic social media content, and provide participants with a memory to take home linked to the anniversary. To deliver this activation, UNDP is looking for a local provider experienced in event marketing and photo booths to design, produce, install, staff, and dismantle the photo booth for the duration of MOP38.3. General ObjectiveTo design, produce, and operate an interactive "Cooling the Planet" 3x3 meter photo booth activation at MOP38, marking the 10th anniversary of the Kigali Amendment, that is visually engaging, on-brand, and generates shareable content and take-home souvenirs for delegates and visitors.4. Scope of Work / Functions per DeliverableDeliverable 1: Concept Design and Production Plan•In consultation with UNDP, refine the photo booth concept, including a backdrop featuring a globe/Earth graphic and a "Kigali Amendment: 10 Years" banner.•Design themed props and interactive elements, including but not limited to: "Keeping it Cool!", "Cooling Without Warming", "Proud to Support Kigali", “My hope for 2028...” speech bubble signage; themed hats, sunglasses, and cooling-themed accessories.•Develop a strategy for on-site printing of souvenir photos and/or digital sharing via QR code, in line with UNDP data protection requirements for any collected participant data.•Submit mock-ups/renderings of the backdrop, props, venue signage, and printed/digital output for UNDP review and approval prior to production.•Prepare a production and logistics plan, including materials (avoiding any single-use plastic items), staffing, delivery, and installation/dismantling schedule.Deliverable 2: Production, Delivery, On-Site Operation, and Dismantling•Produce all approved physical and digital assets (backdrop, props, signage, printing/QR set-up).•Transport, deliver, and install the 3x3 meter photo booth at the MOP38 venue ahead of the event opening, in coordination with UNDP and the venue/conference secretariat.•Ensure the activation complies with UNDP branding guidelines (logo use, co-branding, and non-endorsement requirements) and any UNFCCC/UNEP-Ozone Secretariat/Kigali Convention Centre venue requirements.•Conduct on-site testing of all equipment (printing, lighting, power, QR/digital sharing) prior to go-live.•Staff and operate the photo booth for the full duration of MOP38, including set-up and breakdown each day as required.•Provide on-site technical support to promptly resolve any equipment issues throughout the event.•Dismantle and remove all materials at the close of the event, restoring the venue space as required.Deliverable 3: Reporting•Submit a final report on participation statistics (e.g. number of photos taken/shared), copies of all digital asset CONTACT: • Email: procurement.rw@undp.org