Hotel Accommodation, conference/meeting venue, catering and related services
Event location: Yogyakarta / Solo, Indonesia
Event period: 15–22 October 2026
Expected participants: Approximately 135 participants
1. Introduction
Friends of the Earth International (FoEI) is a federation of autonomous environmental organizations from around the world with consultative status at the United Nations Economic and Social Council (ECOSOC). Our member groups, based in 75 countries, campaign on the most pressing environmental and social issues of our time while promoting a transition toward sustainable and just societies.
Friends of the Earth International and its International Secretariat are based in the Netherlands at De Wittenstraat 25, 1052 AK Amsterdam, The Netherlands. Wahana Lingkungan Hidup Indonesia (WALHI / Friends of the Earth Indonesia) is based in Jl. Tegal Parang Utara No. 14, Mampang Prapatan, South Jakarta 12790.
Friends of the Earth International, WALHI / Friends of the Earth Indonesia and Friends of the Earth Asia Pacific (FoE APAC) are bringing together Friends of the Earth member groups, regional allies, grassroots environmental and social justice organisations, and emerging leaders for a series of activities in Yogyakarta, Indonesia, in October 2026.
FoEI therefore invites qualified hotels and conference venues to submit proposals for the provision of hotel accommodation, conference facilities, full-board catering, breakout rooms, simultaneous interpretation facilities and related event services.
The objective of this procurement is to appoint a reliable, professional and cost-effective hotel/venue partner capable of providing high-quality accommodation and event services while meeting the logistical, accessibility, sustainability, duty-of-care and ethical procurement requirements of Friends of the Earth International and its partners.
This procurement will be conducted in accordance with FoEI’s procurement principles, with the aim of ensuring transparency, fairness, quality and value for money.
2. Scope of services
The successful supplier will be expected to provide, or coordinate the provision of, the following services for approximately 135 participants:
2.1 Accommodation
- Accommodation for approximately 135 participants.
- Primarily twin/shared-room accommodation.
- Single rooms where required and subject to availability.
- Flexible rooming arrangements based on the final participant list.
- Wi-Fi/internet access.
- Check-in and check-out arrangements.
- Early check-in and late check-out options where possible.
- Clear cancellation and amendment conditions.
2.2 Conference and meeting facilities
The hotel/venue should provide:
- One main plenary/conference room suitable for approximately 135 participants.
- Five breakout rooms available simultaneously.
- Suitable seating configurations and furniture.
- Adequate space for meeting support.
- Air conditioning, lighting and power supply.
- Infrastructure, emergency preparedness and disaster-resilience measures, including earthquake preparedness.
- Reliable Wi-Fi/internet connectivity.
Suppliers should provide the dimensions, capacity and available seating configurations for each proposed meeting room.
2.3 Conference equipment and technical services
The supplier should provide or arrange appropriate conference and audio-visual equipment, including where required:
- Projectors and screens.
- Sound systems.
- Microphones.
- Speakers.
- Flipcharts and markers.
- Cables, adapters and power supply.
- Technical assistance.
- On-site support during programme hours.
The proposal should clearly identify which services are included in the room rental and which items incur additional costs.
2.4 Full-Board Catering
The supplier will be expected to provide full-board catering for participants, including:
- Breakfast.
- Lunch.
- Dinner.
- Morning and/or afternoon coffee breaks on meeting days.
- Drinking water throughout the programme.
The hotel must be able to accommodate a range of dietary requirements, including:
- Vegetarian.
- Vegan.
- Halal.
- Food allergies and intolerances.
- Other dietary requirements communicated through the final participant list.
2.5 Airport accessibility and transportation
The preferred venue should be conveniently accessible from Adisumarmo International Airport (SOC), Solo.
Suppliers should provide:
- Exact hotel/venue location and address.
- Distance from Adisumarmo International Airport.
- Estimated transfer time under normal conditions.
- Available airport transfer options.
- Group transportation options.
- Costs for airport transfers.
Preference may be given to venues that can provide accommodation, conference facilities and catering at the same location.
2.6 Service and event management
The selected hotel/venue should appoint a dedicated focal point responsible for:
- Pre-event coordination.
- Rooming arrangements.
- Meeting-room setup.
- Catering coordination.
- On-site technical support (if needed).
- Handling last-minute changes and operational issues.
- Coordination with FoEI, WALHI and designated contacts.
- Final billing and reconciliation
3. Mandatory supplier requirements
3.1 Legal and corporate Requirements
Suppliers must:
- Be legally registered and authorised to operate as a hotel, accommodation provider and/or conference venue in Indonesia.
- Hold all licences, registrations and permits required to provide the proposed services.
- Be financially stable and capable of delivering the services for the full event period.
- Be legally authorised to enter into a contract with FoEI and/or the relevant contracting entity.
- Be able to issue valid invoices in Euro/USD and comply with applicable Indonesian tax and financial requirements.
- Comply with all applicable Indonesian laws and regulations.
- Comply with applicable data protection and privacy requirements when handling participant information.
3.2 Professional qualifications and experience
Suppliers should demonstrate:
- Relevant experience providing hotel accommodation and conference services for groups of comparable size.
- Experience hosting international participants and/or international organisations, NGOs or civil-society organisations.
- Appropriate professional staffing and event-management capacity.
- Appropriate public liability and other relevant insurance coverage.
- Experience providing or coordinating interpretation and conference technical services.
- Appropriate food safety and hygiene standards.
- Capacity to provide reliable services throughout the event period.
Suppliers should provide references for comparable events where available.
3.3 Human rights and ethical business conduct
FoEI expects suppliers to conduct their activities in accordance with internationally recognised standards on human rights and ethical business conduct.
Suppliers should demonstrate, where applicable, policies or practices addressing:
- Respect for human and labour rights.
- Prevention of forced labour, child labour and modern slavery.
- Non-discrimination and equal treatment.
- Diversity and inclusion.
- Safe and dignified working conditions.
- Environmental sustainability.
FoEI may request supporting documentation or clarification regarding the supplier’s policies and practices.
4. Programme Dates and Capacity
The anticipated hotel service period is 15–22 October 2026, with approximately 135 participants.
The core programme includes:
| Date | Activity | Location |
| 15 October 2026 | WALHI 46th Anniversary | Yogyakarta |
| 16 October 2026 | Travel / preparation / programme activities | Yogyakarta |
| 17–20/21 October 2026 | Asia Pacific System Change Summit | Yogyakarta |
| 22 October 2026 | Departure | Yogyakarta / Solo |
5. Evaluation criteria
Proposals will be evaluated using the following criteria:
| Evaluation criterion | Weight |
| 1. Company profile, relevant experience and references | 10% |
| 2. Accommodation capacity and quality | 25% |
| 3. Conference facilities, breakout rooms and technical capacity | 20% |
| 4. Catering, dietary requirements and service quality | 10% |
| 5. Location, accessibility, transportation, safety and duty of care | 5% |
| 6. Service delivery and responsiveness | 5% |
| 7. Commercial proposal and overall value for money | 15% |
| 8. Human rights, sustainability and ethical business practices | 10% |
| Total | 100% |
FoEI may request clarification or additional information from suppliers during the evaluation process.
Where appropriate, shortlisted suppliers may be invited to a presentation, clarification meeting or site inspection before a final decision is made.
6. Evaluation requirements
6.1 Company Profile, Experience and References
Suppliers should provide:
- Company/hotel profile.
- Ownership and management structure, where relevant.
- Years of operation.
- Number and categories of rooms.
- Conference and event capacity.
- Relevant certifications and licences.
- Examples of comparable events hosted.
- References from comparable clients.
6.2 Understanding of NGO and international event requirements
Suppliers should demonstrate an understanding of:
- International and multicultural groups.
- NGO and civil-society event requirements.
- Group accommodation and room sharing.
- Flexible participant and rooming arrangements.
- International dietary requirements.
- Programme confidentiality and privacy.
- Cost-conscious procurement and transparent billing.
- Sustainability and ethical procurement expectations.
6.3 Accommodation capacity and quality
The proposal should demonstrate:
- Availability for approximately 135 participants.
- Twin/shared-room capacity.
- Quality and consistency of rooms.
- Accessibility.
- Internet connectivity.
- Flexibility around check-in/check-out.
- Ability to manage a final rooming list and changes.
6.4 Conference facilities
Suppliers should provide detailed information on:
- Main plenary room (possibility to accomodate 135 people)
- Five simultaneous breakout rooms.
- Room capacities and dimensions.
- Seating configurations.
- Audio-visual equipment.
- Technical staffing and support.
- Internet connectivity.
- Backup arrangements.
6.5 Catering and Dietary Requirements
Suppliers should demonstrate their capacity to provide:
- Full-board catering.
- International and culturally appropriate menus.
- Vegetarian, vegan and halal options.
- Allergy and dietary management.
- Coffee breaks.
- Drinking water.
- Food safety and hygiene.
6.6 Location, accessibility, transportation and safety
Suppliers should provide:
- Location information.
- Accessibility from Adisumarmo International Airport (SOC).
- Airport transfer options and pricing.
- Group transport options.
- Security and emergency procedures.
- Medical/emergency assistance arrangements.
6.7 Service
Suppliers should describe:
- Dedicated contact/focal point.
- Adequate on site staffing/support.
- Timely/responsive communication.
- Clear/transparent billing process.
- Cancellation policies and terms of payment.
6.8 Commercial Proposal
The financial proposal should be detailed, transparent and clearly distinguish between included and additional costs.
Pricing should cover, as applicable:
- Accommodation.
- Meeting rooms.
- Full-board meals.
- Coffee breaks.
- Airport transfers.
- Other relevant services.
- Taxes and service charges.
Suppliers should provide an estimated total cost based on approximately 135 participants and clearly state any assumptions used.
6.9 Human rights, sustainability and ethical business
Suppliers should provide information on:
- Human and labour-rights policies.
- Modern-slavery and forced-labour prevention.
- Non-discrimination and diversity.
- Worker health and safety.
- Environmental policies.
- Waste, water and energy management.
- Sustainable procurement.
7. Procurement Process
The procurement process is expected to follow the following steps:
- Publication / invitation of proposals from qualified hotels and conference venues.
- Submission of proposals by interested suppliers.
- Administrative and compliance review against the mandatory requirements.
- Technical and commercial evaluation according to the evaluation criteria set out in this document.
- Clarifications and/or shortlisting, where required.
- Site inspection, presentation or further discussions with shortlisted suppliers, where appropriate.
- Reference checks, where considered necessary.
- Commercial negotiation, where appropriate.
- Final supplier selection and award.
- Contracting and confirmation of services.
FoEI may request additional information from suppliers at any stage of the evaluation process.
8. Contract
The successful supplier will be awarded a contract covering the agreed accommodation, conference, catering, interpretation and related services for the October 2026 programme.
-Services and costs: The services provided by the hotel and the agreed total price/rates.
-Payment: Payment schedule, invoicing and payment terms.
-Accommodation: Number and type of rooms, dates and agreed room rates.
-Meeting facilities: Main meeting room, five breakout rooms and agreed equipment/services.
-Catering: Meals, coffee breaks and any agreed dietary requirements.
-Changes: How changes to the number of participants, rooms, meeting facilities or other services can be requested and agreed.
-Cancellation: Cancellation deadlines, fees and any applicable refunds.
-Other costs: Any additional costs must be agreed in advance by both parties.
-Insurance and liability: Basic responsibilities in case of damage, loss or other issues.
-Confidentiality and data protection: Appropriate handling of participant and event information.
-Sustainability: Agreed environmental and ethical standards. Any additional services or material changes to the agreed scope must be approved in writing by the relevant FoEI/WALHI representative.
9. Reservation of Rights
FoEI reserves the right to:
- Accept or reject any proposal in whole or in part.
- Request clarification or additional information from any supplier.
- Invite selected suppliers to further discussions, presentations or site inspections.
- Negotiate with one or more shortlisted suppliers.
- Cancel or modify the procurement process at any stage.
- Make no award if no proposal is considered to provide adequate value, quality or compliance with the requirements.
- Select a supplier based on the overall evaluation rather than lowest price alone.
Participation in this procurement process does not create any obligation on FoEI or WALHI to award a contract.
All costs incurred by suppliers in preparing or submitting a proposal, attending meetings or conducting site visits shall be borne by the supplier unless otherwise agreed in writing.
10. Submission of Proposals
Interested hotels and conference venues are invited to submit a complete proposal addressing all requirements set out in this RFP.
The proposal should include, at minimum:
- Company/hotel profile and fact sheet.
- Relevant experience and references.
- Accommodation proposal and room inventory.
- Main plenary and five breakout-room proposal.
- Conference and audio-visual equipment availability.
- Full-board catering proposal
- Dietary and accessibility arrangements.
- Location, airport accessibility and transportation information.
- Safety, emergency and duty-of-care arrangements.
- Sustainability and ethical-business information.
- Financial proposal.
- Cancellation and amendment conditions.
- Proposed terms and conditions, where applicable.
- Contact details of the responsible hotel/event representative.
Submission deadline
Thursday, September 17 at 17:00 (WIB)
Proposals should be submitted electronically in PDF format.
Submission contact:
Friends of the Earth International / WALHI – Friends of the Earth Indonesia
Email: aritri@foei.org
Contact person: Aritri Dutta
FoEI/WALHI may circulate relevant clarification responses to all participating suppliers where appropriate.
We look forward to receiving proposals from qualified hotels and conference venues interested in supporting the WALHI 46th Anniversary and Asia Pacific System Change Summit in Yogyakarta.
Wahana Lingkungan Hidup Indonesia (WALHI / Friends of the Earth Indonesia)
Friends of the Earth Asia Pacific (FoE APAC)
Friends of the Earth International (FoEI)
