Background

With  support from Google.org, the ASEAN Foundation is implementing the Scam Ready ASEAN  Programme to address the increasing threat of online scams and cyber fraud across ASEAN. This threat has escalated due to rapid digitalisation, widespread adoption of online payment systems, socio-economic pressures, and the increasing sophistication of scam tactics—including those enabled by artificial intelligence. The resulting financial and social harm has had a profound impact on individuals, families, and communities across ASEAN.

The programme aims  to strengthen digital resilience by expanding access to scam prevention resources, delivering large-scale training, fostering regional policy dialogues, and  launching a regional social media campaign. A key component of the programme is  interactive  ‘Be Scam Ready’ game, targeted to reach 3 million users as an engaging tool for building practical scam awareness. Complementing this, a Train-the-Trainer model will empower 2,000 Master Trainers to deliver in-depth sessions to 550,000 end-beneficiaries, including youth, parents, and the elderly. Together, these efforts strengthen digital confidence and nurture a culture of looking out for one another, helping communities stay vigilant and safe online.

A core to this programme, a series of regional and national policy convenings will be implemented to strengthen governance through joint public-private dialogue and enhance ASEAN’s collective response to online scams. In line with this objective, the programme will launch its first Regional Policy Convening in May/June 2025 in the Philippines.

This convening will bring together key stakeholders across the region, including government, private sector, civil society, Local Implementing Partner (LIPs), private sectors and representatives from ASEAN Member States to exchange insights, align strategies, and explore actionable recommendations. The dialogue is expected to strengthen regional collaboration and inform policy directions that enhance protection and digital resilience against online scams.

Objective

The main purposes of event organiser are to:

• Provide and arrange the logistics needed by the ASEAN Foundation during the Regional Policy Convening
• Provide emcee and documentation throughout the event
• Arrange a networking dinner

Scope of Work

The ASEAN Foundation is looking for an event organiser 1^st Regional Policy Convening.  The event organiser will work closely with the Senior Project Officer and Project Admin Officer for Scam Ready ASEAN and will perform the following responsibilities:

Pre-Event Preparation

• Event Planning & Coordination
  • Development of a detailed event workplan and timeline
  • Coordination with venue, vendors, and technical suppliers
  • Finalisation of event flow, rundown, and seating plan
  • Coordination with ASEAN Foundation on branding & donor visibility
  • Speaker technical coordination (AV needs, stage flow)
• Creative & Content Preparation
  • Development of event rundown & show flow
  • Drafting and refinement of MC script, cue cards, and stage notes
  • Alignment of MC script with policy tone (formal, regional, ASEAN context)
  • Preparation of digital assets (agenda slides, bumpers, screen visuals)
• Master of Ceremony (MC) – Pre-Event Scope. The EO shall:
  • Provide one (1) professional MC with experience in regional / international policy events
  • Ensure MC involvement in pre-event briefings and content alignment meetings
  • Facilitate full rehearsal or dry run (H-1), including familiarisation with speakers, agenda, and protocol
  • Ensure MC availability for the full duration of the event
• Technical Rehearsal & Dry Run (H-1)
• Full technical rehearsal involving: EO core team, MC, AV & stage crew
  • Sound check, lighting check, screen test
  • Final confirmation of stage flow, session transitions, and technical readiness

Event-Day Execution

• Event Management & Manpower. Provision of qualified personnel, including but not limited to:
  • Show Director / Event Director
  • Project Manager / Team Leader
  • Stage Manager
  • Floor Manager
  • Registration & Liaison Officers
  • Timekeeper & Runners
  • Technical Crew (AV, lighting, LED)
  • Documentation team (Photographer & Videographer)
  • Visual Designer
• Master of Ceremony (MC) – Event Day
  • MC to host the full event in accordance with the approved rundown
  • Coordinate closely with Stage Manager & Timekeeper
  • Ensure smooth transitions between sessions
  • Maintain formal policy tone and time discipline
• Technical & Production
  • Provision and operation of stage, backdrop, lighting, and sound system
  • LED screen or projection system and front-of-house (FOH) control
  • Power supply and backup, if required
  • Installation and dismantling (load-in and load-out)
• Registration & Floor Management
  • Participant registration desk
  • Crowd flow and seating management
  • On-site troubleshooting and coordination
• Hybrid Event Management (Day 2)
  • Setup and operation of an online meeting platform for virtual participants
  • Integration of on-site audio, video, and presentation with online sessions
  • Management of virtual participant flow, including admission, muting, Q&A, and chat moderation
  • Provision of a dedicated technical operator for hybrid sessions
  • Recording of hybrid sessions, if required by the ASEAN Foundation

Post-Event Deliverables

• Photography
  • Same-day VIP photo set, capturing VIPs during key moments such as speeches, front-row presence and photo opportunities
  • Same-day photo selection for press release up to 100 final edited photos documenting the entire event
  • Top 10 highlighted photos curated in a dedicated folder
• Videography
  • One 2–3 minute post-event video, including short interviews
  • Delivery of all raw footage via hard disk or digital transfer
  • Provision of licence certificates for all music used

EVENT DETAILS

Venue, Date, Provisional Agenda

Date                   : May/June 2026

Time                   : 09.00 – end (GMT+8)

Venue                : Manila, The Philippines

Participants     : ±100–150 pax

Provisional Agenda – 1^st Regional Policy Convening of Scam Ready ASEAN

Day/Date	Time (GMT+7)	Activity	Venue
Day 1
May/June 2026	09:00 – 09:30	Participant Registration (Scam Ready ASEAN Participants)	TBC
	09:30 – 09:35	Greetings by MC
	09:35 – 09:40	ASEAN Anthem
	09:40 – 09:50	Opening Remarks from the ASEAN Foundation H.E. Amb. Sarah Al Bakri Devadason Chair of the Board of Trustees of ASEAN Foundation (to be invited)
	09:50 – 10:00	Keynote from Google Sapna Chadha Vice President, Southeast Asia and South Asia Frontier, Google Asia Pacific (to be invited)
	10:00 – 10:10	Remarks from the ASEAN Secretariat Secretary-General of ASEAN (to be invited)
	10:10 – 10:20	Fireside Chat with Secretary of Ministry of Digital and Society Public Trust in the Digital Age: Balancing Innovation with Citizen Protection
	10:20 – 10:30	Gimmick Launching: Resource Hub Platform (During the kick-off ceremony, the Secretary General will be joined by the Chair of the Board of Trustees (BOT), Ministry, and the Executive Director of ASEAN Foundation. Together, they will officiate the launch of the Scam Ready ASEAN Programme by symbolically pressing the launch button, marking the official commencement of the program’s implementation across the ASEAN region) Secretary-General of ASEANChair of the Board of Trustees of ASEAN FoundationExecutive Director of the ASEAN FoundationGoogle High Level ADGMIN Chair Photo Session
	10:30 – 10:35	Overview: Scam Ready ASEAN
	10:35 – 10:45	Coffee Break & Networking
	11:20 – 12:00	Policy Dialogue: Emerging Threats & AI-Powered Scams in Southeast Asia GCA, DED (ASEAN Secretariat), Google
	12:00 – 13:30	Lunch and Networking Session
	13:30 – 14:30	Opt. 1 Technical Workshop: Cross-Border Signal Sharing Opt 2. Scenario-Based Exercise: Responding to Deepfake Threats in Finance and Tech industries   WG-AS, Global Signal Exchange (GSE), Financial Institutions
	14:30 – 15:00	Coffee Break & Networking
	15:00 – 16:15	Policy Roundtable Regional Roadmap: Coordinated Policies and Action Plans for ASEAN   WG-AS, SOMED, ASEAN Secretariat, GASA, Private Sectors
		When Trust Is Exploited: A Victim’s Perspective on Deepfake Scams
	16:15 – 16:45	Closing Remarks & Way Forward Vice Chair of the Board of Trustees, ASEAN Foundation
Day 2
May/June 2026	10:00 – 10:15	Participant Registration (Scam Ready ASEAN Participants)   Photo session	TBC
	10:15 – 10:45	Knowledge sharing session: Practical Approaches to Scam Prevention and Digital Safety   or   Scenario-Based Exercise   Opt 1: Building Digital Resilience in ASEAN: A Multi-Stakeholder Deepfake Response Exercise   Opt 2: Safeguarding Public Trust: Managing Deepfake Crises in the Digital Space
	10:45 – 11:00	Coffee Break
	11:00 – 12:00	Demo E-Platform & Module Showcase
	12:00 – 13:30	Lunch session
	13:30 – 14:30	Induction on Project Management
	14:30 – 15:30	Induction on Monitoring & Evaluation
	15:30 – 16:00	Coffee Break
	16:00 – 16:30	Induction on Communication Guideline
	16:30 – 17:00	Induction on Finance and Compliance Guideline

*The agenda above is tentative and subject to change

Requirement and Qualifications

Bidders must meet all minimum eligibility criteria. Failure to comply may result in disqualification.

1. Minimum five (5) experience in providing event organising services, including regional-level events with varying event sizes, as demonstrated through portfolio documentation.
2. Demonstrated experience in delivering events under tight timelines and in multi-stakeholder, cross-cultural settings, as evidenced through portfolio and client references
3. Familiar with video conferencing platform (Google Meet) to coordinate with the ASEAN Foundation team
4. Proven experience in delivering large-scale, brand-led promotional or product launch events for private sector clients, including creative concept development and end-to-end execution.
5. Experience in working with intergovernmental organisations or international NGOs
6. Copy of valid business registration or license applicable in The Philippines (copy required)
7. Submission of at least two (2) reference letters from previous clients for similar scope of work
8. Proficient in English in verbal and written

Remuneration

A lump sum quotation is required, including fees for delivering all the required services. The price written in the proposal should indicate a “lump sum amount” which is “all inclusive” for the service specification and responsibilities specified in the Terms of Reference.

How to Apply

Please send an application which consists of:

1. Submission of a proposal in line with the event’s theme, including a proposed main key visual
2. Company Profile, including company background and relevant experience
3. Portfolio of relevant past events, demonstrating regional-level and multi-stakeholder event delivery, supported by photos or other documentation
4. Company licences and credentials, including a copy of valid business registration or licence applicable in The Philippines
5. At least two (2) reference letters from previous clients for similar scope of work
6. A complete Request for Quotation (RFQ) Form outlining all the goods/services specification and price. Download the template here 

Please submit the application documents by 9 January 2026 (17.00 p.m. Jakarta time) with email subject “Event Organiser 1^st Regional Policy Convening – Scam Ready ASEAN” to procurement@aseanfoundation.org with CC to indah.kurnia@aseanfoundation.org and intan.faradila@aseanfoundation.org

Queries

Send any inquiries to indah.kurnia@aseanfoundation.org