Expression of Interest (EOI) for Hotel Services

Expression of Interest (EOI) for Hotel Services

To host a Non-Residential Workshop in Kathmandu Valley, Janakpur (Madesh Province), Surkhet (Karnali Province), and West Nawalparasi(Lumbini Province)

Established in 2004, the Society for Integrated Allied Nepal (SIAN) is a national NGO committed to advancing child rights protection and promotion, inclusive development, democracy, and human resource development across Nepal. SIAN’s core work revolves around child rights protection and promotion, motivated to provide quality education, ensure food security, and create safe, dignified environments for all Nepalese children, regardless of their gender, ethnicity, or religion. Moreover, our work revolves around improving health and nutrition, WASH (Water, Sanitation, and Hygiene), education, and access to opportunities for local communities. The organization also focuses on the well-being of women, marginalized individuals, and rural communities, aiming for a transformed and interdependent society through capacity enhancement and optimal utilization of local resources. SIAN partners with a wide array of organizations, including INGOs, other NGOs, government entities, private sectors, and community-based organizations, believing these alliances lead to more impactful results.

We invite interested hotels to submit their EOI, demonstrating their capacity and experience in hosting Non-residential events. Following the evaluation of EOIs, a shortlist of qualified hotels will be invited to submit a detailed technical and financial proposal.

1. Events Overview

• Workshop Title: Workshop/Dialogue/Meetings
• Nature of Workshop: Non-residential
• Expected Number of Participants: Min 30- Max 50 per events

2. Scope of Services Required

The selected hotel will be responsible for providing the following services for the duration of the events.

2.1. Venue and Facilities

• Main Conference Hall
  • Capacity to comfortably accommodate Min 30- Max 50 persons per events in U and Round table setup.
  • Equipped with a high-quality projector and screen, sound system with microphones (cordless and podium), and a podium.
  • Reliable and high-speed Wi-Fi internet access for all participants.
  • Adequate lighting and air conditioning/heating.
  • Sufficient electrical outlets for charging laptops and other devices.
• Registration Area
  • Dedicated space for participant registration and reception.
• Restroom Facilities
  • Clean and well-maintained restrooms readily accessible to the workshop area.

2.2. Food and Beverage Services

• Morning Tea/Coffee Break: With light snacks (e.g., cookies, pastries).
• Lunch: Full buffet lunch with a variety of local and international cuisines, catering to dietary restrictions (vegetarian, vegan, gluten-free, etc. – specify if any known requirements).
• Afternoon Tea/Coffee Break: With light snacks (e.g., sandwiches, fruits).
• Drinking Water: Ample supply of bottled drinking water throughout the day in the conference hall and breakout rooms.

2.3. Technical Support

• Dedicated IT support available on-site for the duration of the workshop to assist with technical issues (projector, sound, internet etc.).
• Dedicated staff for general logistical support during the workshop.

3. Eligibility Criteria

Interested hotels must meet the following minimum criteria

• Legally registered and licensed to operate in Nepal.
• Located within Kathmandu Valley, Janakpur (Madesh Province) ,Surkhet (Karnali Province) and Sunwal / Parasi (West Nawalparai, Lumbini Province)
• Demonstrated experience in hosting similar non-residential workshops/conferences.
• Possession of necessary infrastructure and resources to provide the required services.
• Valid VAT/PAN registration and recent tax clearance certificate.
• Compliance with all relevant national and local health and safety regulations.

Detailed Expression of Interest (EOI) Hotel Services - Template A, please click on the link below:

Link: EOI Hotel Services - Template A

4. Submission Requirements

Interested hotels are requested to submit their EOI, on procurement.sian@gmail.com  by 5:00 PM, 12 July 2025 with the subject line "EOI _Hotel Services_ Name of Hotel". Please clearly mark the subject line of your email as “EOI _ Hotel Services_ Name of Hotel”

Note: Use the template named: EOI_ Hotel Services_ Template A

5. Evaluation and Selection Process

All submitted EOIs will be reviewed based on the eligibility criteria and the information provided in the template.

Only shortlisted hotels will be contacted and invited to submit a detailed financial proposal.

SIAN reserves the right to accept or reject any or all EOIs and to annul the EOI process at any time without any liability.

6. Inquiries

For any inquiries regarding this EOI, please contact at +977-01-5244962 or email us on siannepal2004@gmail.com.