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Tenders are invited for Hotel and Venue Services Accommodation Training Venue Coffee Breaks and Lunch Meals in Erbil Four-star hotel accommodation in a clean, secure single room, including breakfast, private bathroom with hot water, air conditioning/heating, quality bed linen, work desk and chair, free WiFi, and flexible check-in/check-out where required. Rate must be quoted per room per night 4. SCOPE OF SERVICES The selected hotel/venue must provide the following integrated services: 4.1 Meeting Venue & Training Space Primary Training Hall: One large, dedicated meeting room with capacity for 24-30 participants, suitable for interactive peace-building trainings with group activities, dialogue circles, and case study discussions. Breakout Spaces: At least two (2) breakout spaces for small group work (5-8 participants per room). Flexible Furniture: Tables and chairs that can be arranged for various configurations (classroom, U-shape, small group clusters, dialogue circles). Natural Lighting: Rooms should be well-lit with windows if possible, or high-quality artificial lighting. Climate Control: Temperature control appropriate for an Iraqi climate; air conditioning is essential. 4.2 Audio-Visual (A/V) & Technology Support Projector & Screen: One projector with screen in the main training hall (compatible with laptop/computer connection). Microphone & Sound System: Functional microphone and speaker system if needed for larger groups or outdoor sessions. Internet Connectivity: Reliable, high-speed WiFi throughout the facility (critical for participant communication and trainer preparation). Technical Support: Designated hotel staff member available during training hours to troubleshoot A/V or connectivity issues. Power Supply: Adequate power outlets in all training areas and meeting rooms. 4.3 Accommodation Requirements Total Rooms Required per Training Batch: 26 single rooms (24 participants + 1 trainer + 1 project staff). Room Standard: Clean, comfortable, secure rooms with: Private en-suite bathroom with hot water Air conditioning / heating Clean, comfortable bed with quality linens Work desk with chair (for evening review of training materials or personal work) Free WiFi access in room Telephone or emergency call system Security & Safety: Secure, well-lit premises with 24-hour security or night staff presence. All participants should feel safe. Check-in/Check-out: Flexible check-in (afternoon of Day 1 or earlier if needed). Check-out on Day 5 morning. Late checkout available upon request. 4.4 Meals & Refreshments Breakfast: Daily continental or buffet breakfast for all 26 participants (4 mornings). Served 7:00 AM 8:30 AM in hotel restaurant or dedicated breakfast room. Include but not limited to tea, coffee, juice, bread, cheese, eggs, fruit. Lunch: Daily lunch for all 26 participants (4 days) at midday (12:00 PM 1:00 PM). Menu should include: Mix of traditional Iraqi/Kurdish and international dishes Vegetarian options available Adequate quantity to allow second servings Morning & Afternoon Refreshments: Tea/coffee and light snacks (dates, cookies, pastries, fruit) served during two 15-minute breaks (mid-morning ~10:30 AM and mid-afternoon ~3:30 PM). Dinner: Dinner available nightly (7:00 PM 8:30 PM) in hotel restaurant for participants who wish to dine on-site (optional but encouraged for social cohesion). Menu flexibility for dietary preferences. Water & Beverages: Unlimited bottled water, tea, and coffee available throughout training hours in training areas and common spaces. Quality: All meals and refreshments must be of high quality, hygienic, and prepared in compliance with food safety standards. 4.5 Additional Services Reception/Front Desk: 24-hour reception or after-hours contact available for guest inquiries or emergencies. Laundry Services: Basic laundry service available for extended stays or urgent requests (to be charged separately if used). Printing & Document Services: Access to printer/scanner for facilitators to print supplementary materials or participant documents. Meeting Support: Designated point of contact at the hotel (event coordinator or manager) who coordinates all logistical needs throughout the training. Participant Support & Accessibility: The hotel must provide safe, respectful, and inclusive services for all training participants, including clear signage to training rooms, accessible routes where available, clean gender-appropriate toilets near the training area, and a private space for prayer, breastfeeding, or urgent participant needs when requested. Daily Coordination: The hotel must assign one focal point available before and during each training day to confirm room setup, meals, coffee breaks, participant attendance support, emergency response, and any urgent logistics requests from Ashor staff. 4.6 Safety, Security & Compliance Requirements The hotel must have clearly marked emergency exits, evacuation routes, fire extinguishers, smoke detectors, and emergency assembly points visible to participants and staff. The hotel must brief Ashor staff on emergency procedures before the first training day and provide emergency contact numbers for hotel management, security, first aid, and local emergency services. The training hall, accommodation floors, dining areas, toilets, corridors, stairways, and outdoor access areas must be clean, well-lit, safe, and free from hazards. First aid support or a first aid kit must be available on site during training hours, with hotel staff able to guide participants to the nearest medical facility if needed. The hotel must ensure food safety and hygiene for all meals, coffee breaks, refreshments, and drinking water, including safe storage, preparation, serving, and disposal practices. The hotel must respect participant dignity, privacy, and safeguarding standards, including no unauthorized photography, no sharing of participant lists, and no harassment or discriminatory behavior by hotel staff or subcontractors. 5. TRAINING SCHEDULE & DATES Workshop 1 (Youth Cohort): 4-day training, August 2026 (exact dates to be confirmed with selected hotel). Approximately 24 youth leaders + 1 trainer + 1 staff = 26 people. Workshop 2 (Women Cohort): 4-day training, August/September 2026, 1-4 weeks after Workshop 1. Approximately 24 women leaders + 1 trainer + 1 staff = 26 people. Daily Schedule: Training typically runs 9:00 AM 4:30 PM with breaks. Early breakfast and evening meals/social activities encouraged for team cohesion. Ashuor Iraqi Foundation for Relief and Development invites legally registered hotels and qualified hospitality service providers in Erbil to submit technical and financial bids for accommodation, training venue, coffee-break and lunch-meal services for two advanced peace-building training workshops. The procurement will follow the Lowest Cost Bidding methodology, subject to administrative and technical compliance with the RFB and Terms of Reference. Tender Link : https://www.ngosjobs-bids.com/index.php/bids
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