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Background

Human rights defenders (HRDs) in the Asia-Pacific (APAC) are working amidst a backdrop of rising authoritarianism and shrinking civic spaces. The expansion of surveillance and censorship regimes, exacerbated by AI and emerging technology, threatens the safety and security of human rights defenders, journalists, activists, and marginalised groups and their capability to exercise fundamental rights online. EngageMedia has been critical in building movements in South and Southeast Asia to help counter digital authoritarianism and democratic backsliding.

In addressing these shared challenges, the Digital Rights Asia-Pacific Assemblies (DRAPAC) have emerged as a vital forum to advance digital rights and internet freedom in the region. First convened by EngageMedia in 2023, DRAPAC has consistently brought together hundreds of rights defenders and diverse and allied stakeholders to co-create an inclusive space that fosters meaningful participation, strengthens regional solidarity, and champions innovation and resilience within the digital rights community and beyond. 

After four editions in Chiang Mai, Taipei, Kuala Lumpur, and Manila, EngageMedia is set to organise the fifth DRAPAC in Chiang Mai, Thailand, across three days in June 2027 for approximately 500 to 600 participants.

Required services 

This call for expression of interest (EOI) requires the engagement of a group or organisation to jointly lead and execute logistics for DRAPAC27. Below are the following major tasks:

• Plan and coordinate the logistics of the event: Develop the logistics workplan, timeline, responsibilities, checklist, meeting schedule, progress updates, and risk and contingency plans.
• Manage the venue and suppliers: Coordinate with the selected venue, setup, accessibility, catering, technical services, security, transport, and other suppliers; track quotes, approvals, contracts, deliveries, and payments.
• Support participants and event materials: Coordinate registration, check-in, participant inquiries,  accommodation, local transfers, signage, merchandise, and event supplies.
• Run on-site operations: Lead ingress and egress, coordinate staff and suppliers, monitor the schedule, resolve operational issues, escalate urgent concerns, and manage breakdown and venue handover.
• Close out and report: Reconcile supplier records, submit invoices and supporting documents, and prepare a report on attendance, completed work, issues, supplier performance, budget status, and recommendations.

Minimum Eligibility Requirements

• Updated curriculum vitae (if group) or company profile which includes relevant experience on event management.
• Government registration or permits (if any).
• The proposed team and roles, including the designated project lead.
• A brief description of the proposed logistics approach, including indicative project timeline.
• At least one member of the team based in Chiang Mai

Application Process

Email EngageMedia at [email protected] for the detailed Terms of Reference and/or for inquiries related to this tender.

Submission of EOI and Eligibility Requirements

Interested bidders must submit their Letter of Expression of Interest (EOI), and the minimum eligibility requirements via email to: [email protected]. 

Please use the following email subject: 

EOI and Eligibility Docs: DRAPAC27 Event Management Team.

Deadline for Submission

On or before 30 November 2026 (not later than 7:00 PM Bangkok Time).