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.
To support the effective delivery of this convening, the ASEAN Foundation seeks a hotel service provider to provide accommodation, meeting venue, and related services that meet international standards for a regional policy event.
Objective
The hotel vendor shall be responsible in providing high-quality, safe, and comfortable lodging options that cater to the diverse needs of workshop attendees. This includes providing rooms equipped with diverse amenities. The hotel role will also involve coordinating reliable transportation services of bus shuttle between the hotel to other location.
In terms of conference and event facilities, the vendor will be responsible for providing a conference room equipped with state-of-the-art audio-visual equipment, high-speed internet access, and versatile seating arrangements. These facilities should accommodate large welcoming sessions as well as smaller breakout group settings suitable for exhibitions and business matchmaking sessions. Additionally, the vendor will manage the provision of services for coffee breaks, lunches, and dinners to ensure participants are well-supported throughout the event.
Event Details
- Event Name: 1st Regional Policy Convening of Scam Ready ASEAN
- Location: The Philippines
- Day, Date: May/June 2026
- Duration: 2 days (tentative)
- Participants: ±100–150 pax
- Event Format: Plenary sessions, panel discussions, and networking sessions
Scope of Work
The selected hotel shall provide the following services:
- Accommodation Services
- Guest rooms of appropriate category for VIPs and general participants
- Daily breakfast included
- In-room amenities (drinking water, tea/coffee facilities)
- Support for early check-in / late check-out (subject to availability)
- Dedicated hotel focal point for accommodation coordination
- Meeting & Conference Facilities
- Main plenary meeting room with capacity for ±100–150 participants
- Ballroom and meeting rooms with flexible seating arrangements
- Pre-function or registration area
- Breakout or holding rooms (if required)
- Basic meeting equipment, including:
- LCD projector or LED screen
- Sound system and microphones
- Podium
- Flipchart and markers
- Stable internet connection suitable for conference use
- Adequate ceiling height suitable for conference and audio-visual setup
- Availability of flag poles, as required
- Food and Beverage Services
- Lunch services for participants during meeting days
- Coffee breaks in accordance with the meeting schedule
- Free-flow drinking water during meeting sessions
- Provision of special dietary options, including vegetarian/vegan meals (minimum 5 pax)
- Transport and Transfer Services (If required)
- Local transportation for participants during the event period, if required
- Airport transfer services for VIPs and designated guests
Deliverables
The hotel service provider shall deliver:
- Confirmed availability of accommodation and meeting facilities
- Dedicated focal point for coordination
- Complete check-out procedures for departing participants and handles any outstanding matters.
- Submission of invoices and supporting documents upon completion of services as per the agreed terms with the ASEAN Foundation.
Qualifications
- Minimum seven (7) years of experience in providing hospitality and accommodation services, with the property shall be established no more than 30 years ago.
- Proven experience in hosting international or regional meetings/events, including accommodation and meeting facilities, as demonstrated through hotel profile and past client references
- Strong customer service focus and the ability to handle the logistics of a multi-day event with international participants
- Valid hotel business licence and operating permits applicable in the Philippines
- The hotel must be able to provide halal food options for all meeting packages and event catering
- Good security system: the hotel security management must have a good relationship with the closest police station; have 24 hours reception and security guard on duty
Payment Terms
100% payment transferred upon completion of services and submission of final invoices, transferred within 14 working days after internal approval of deliverables and all service-related documents.
How to Apply
Please send an application which consists of:
- A hotel company profile that offers an overview of your company.
- A complete Request for Quotation (RFQ) Form outlining all the goods/services specification and price. Download the template here.
- Copy of valid hotel business licence and operating permits
Please submit the application documents by 9 January 2026 (17.00 p.m. Jakarta time) with email subject “Hotel Accommodation & Meeting Package 1st Regional Policy Convening – Scam Ready ASEAN” to procurement@aseanfoundation.org with CC to indah.kurnia@aseanfoundation.org
QUERIES
Send any inquiries to indah.kurnia@aseanfoundation.org
