OPENING AND CLOSING CEREMONIES FOR THE AFRICAN ASIA PACIFIC CHOIR GAMES 2025 AND THE GRAND PRIX OF NATIONS
BACKGROUND INFORMATION
Mauritius has been selected by INTERKULTUR to host the first African Asia Pacific Choir Games 2025 and the Grand Prix of Nations scheduled from 27 September to 05 October 2025. This landmark intercontinental event will bring together participants from Africa, Asia, the Pacific, and other regions worldwide.
INTERKULTUR, a German association, holds the exclusive rights to organize
international choir competitions, including the World Choir Games, European Choir
Games, African Asia Pacific Choir Games and the Grand Prix of Nations.
To plan, organize, and execute this landmark event, a Local Organizing Committee for Intercontinental Choir Competitions 2025 (LOCICC2025) has been established under the aegis of the Ministry of Youth and Sports (MYS).
LOCICC2025 will host choirs from around the world, featuring competitions, workshops, and cultural exchanges. The event seeks to enhance global visibility, attract sponsors, and engage diverse audiences.
2. PURPOSE OF THE RFP
The purpose of the RFP is to invite proposals from Service Providers for the design, planning, production, operation and coverage of all aspects of the opening and closing ceremonies.
3. ELIGIBILITY CRITERIA:
‣ Profile of the Entity indicating number of years’ experience in the field.
‣ Roles and number of personnel per department (e.g., FOH audio, monitor mix, AV playback, stage managers, etc.)
‣ Availability of resources to accomplish the tasks in a timely and quality manner
‣ Past ceremonies or large-scale live event productions the team has executed.
‣ Confirmation of no conflict of interest in relation to this assignment.
4. STRUCTURE OF THE OPENING CEREMONY
The Opening Ceremony is structured into two key segments: a protocol component and a cultural show.
Protocol component
The Protocol element relates to the national anthem of the Host Nation to be played (live or playback) and sung as well as the flag raising.
Entry of flags of the participating countries and the official speeches followed by a Gong to mark the official opening of the Choir Games.
· Flags & signs bearers of each of the participating countries will march in alphabetical order of the country names (in English). Each country is welcomed/greeted by the announcers (English).
· Order of the national flags marching in: Countries in (English) alphabetical order; then Host Nation marches in as the last country.
· The positioning of the flags allows them to be seen throughout the entire ceremony (i.e. steps, enough space between the flag/sign bearers).
Official speeches
1. By the Chairperson of LOCICC 2025 and Honourable Minister of Youth and Sports
2. By Representative of INTERKULTUR.
Duration per speech to be kept a maximum (3 minutes per person)
DURATION OF PROTOCOL COMPONENT – MAXIMUM 30 MINUTES
5. CULTURAL SHOW FEATURES
5.1 Artistic Requirements
i. Thematic Focus
· The Cultural show for the Opening Ceremony must reflect Mauritian identity — incorporating its multicultural history, languages (Creole, French, English), religions, folklore, traditional music and dance (e.g., Sega), and iconic natural landscapes.
· The theme should express unity through diversity, resonating with the international nature of the Choir Games.
ii. Cast & Performance Elements
· Proposals should incorporate a large-scale choir drawn from local top-tier choirs (minimum 100 voices), representing different regions of Mauritius.
· Include suggestions for:
o Featured soloists (local)
o Dance troupes (traditional and contemporary)
o Narrators/storytellers (to relay the cultural narrative)
o Live musicians (full orchestra or hybrid instrumental ensemble)
· Creativity in blending live performance with digital media, projection mapping, and interactive moments is encouraged.
DURATION OF THE CULTURAL COMPONENT – MAXIMUM 30 MINUTES
5.2 Venue Specifications
The opening and closing ceremonies will be held in the main hall of Cote D’Or National Sports Complex
· Detailed dimensions of the main venue: (The Field of Play)
o Stage area (in square meters) 1815 square meters
o Floor-to-ceiling height – 12 Metres
o Backstage space – is not available and has to be designed or proposed
o Audience seating capacity – 2200 pax
5.3 Stage Design Expectations
A layout of the proposed stage is at Annex I. The stage will be provided as from 15 September 2025
5.4 Technical Requirements – Audio/Visual
· Essential components:
o High-definition LED screens (including dimensions)
§ Main central screen + two side screens minimum
§ Use for visual storytelling, live video feed, and lyrics display
o Sound system for large ensemble:
§ Microphones (wireless, headset, ambient, soloist)
§ Monitors and backline equipment
§ Choir amplification and conductor cueing system
o Video capture setup:
§ At least 3–4 camera angles
o Lighting design:
§ Full intelligent lighting rig
§ Options for mood changes, highlights, spotlights
6. CLOSING CEREMONY
The Closing Ceremony is structured into two key segments: a closing concert and a protocol component.
6.1 Closing Event
The Closing Event consist of 3 parts:
• Awards Ceremony of the second Part
• Protocol component
• Festival Stage Choir performance
The Closing Ceremony may incorporate a more celebratory, international fusion style — blending African, Asian, and Pacific elements with Mauritian artistry and is focused around the Festival Stage Choir.
The festival choir composition will comprise local and international choirs which have registered for the closing concert.
The final list of participating choirs will be approved jointly by INTERKULTUR AND LOCICC 2025
Musical Programme:
Curated in collaboration with Dr Michael Barrett-Berg, the selected repertoire will include:
· O Fortuna
· La Rivière Tanier
· Ansam – composed by Mr. Rishi Nirsimulu
· We Are the Champions
· Disco Medley – proposed selections include YMCA, Dancing Queen, I Will Survive (to be confirmed)
6.2 Protocol component
The protocol ceremony will include the following:
The signs and flags bearers of each of the participating countries shall march inalphabetical order (English) of the name of their countries. Between each of the individual countries marching in, enough time must be scheduled in for the audience to applaud their own and the
other countries.
The “thank you” speeches by the President of INTERKULTUR and the Host Nation representative,
· Optional / tbc: handing over the flag of the Games to the upcoming host country marking the official closing of the currently ongoing Games / speech by future host and video presentation
7. ARTISTIC SCOPE OF WORKS
The Service Provider shall:
1) Propose the theme and the script for both ceremonies
2) Appoint a Producer and a storyteller
3) Furnish the “plans de décor” and the list of equipment for sound, light and special effects.
4) Appoint a Master of Ceremony and nominate a liaison Officer who will attend all meetings of the Cluster Team responsible for the Opening and Closing Ceremonies.
5) Provide, manage and arrange for safe custody all required items such as infrastructure, machinery, equipment, furniture, scenery, costumes, sound / lighting systems and special effects to be used during the ceremonies.
6) Indicate the number of days required for the setting up of decorations and the equipment for the sound, light and special effect systems.
7) Provide the name of individuals contractors / sub-contractors.
8) Arrange for the provision of insurance policies where appropriate.
9) Provide a detailed budget for all the services included in the bid.
8. MODE OF OPERATION
1) The Service Provider shall be under the responsibility of the Head of the Cluster Team for the Opening and Closing Ceremonies.
2) The theme and the script for both ceremonies will need the approval of the Head of the Cluster Team for Opening and Closing Ceremonies the LOCICC 2025 and INTERKULTUR.
3) The Head of the Cluster Team shall submit list of participants/choirs to ensure inclusion of diverse community.
4) LOCICC 2025, shall, where necessary propose modifications to the proposal of the Service Provider.
5) The Service Provider shall furnish the following information with respect to the labour force to be utilised for both ceremonies: Organigram showing number of persons at senior and technical level, performers and volunteers.
6) The Service Provider shall prepare a project timeline for the following:
§ Installation, dismantling and removal of all items of infrastructure.
§ Installation, testing and commissioning of all equipment and facilities
§ Mounting of the various “plans de décor”
7) The Service Provider shall work in close collaboration with the following commissions: to plan, coordinate and elaborate the appropriate strategy for both ceremonies: Artistic, Technical, Protocol, Transport and Marketing.
8) The number of days and dates to be retained for rehearsals should be submitted.
9. OWNERSHIP OF RIGHT
LOCICC 2025 and INTERKULTUR will have the intellectual property rights on whole concept, event and related products forming part of both ceremonies.
10. SERVICES COMPLETION PERIOD
The services of the Service Provider will start as from the date of signature of the contract and will end on 06 October 2025.
11. QUOTED PRICES
Prices quoted for the proposal (inclusive of VAT) shall be firm and fixed and shall not be subject to any upward modifications.
12. PROPOSED TERMS OF PAYMENT
(i) LOCICC 2025 will pay 50% of the contract value upon signature of the contract against the production of bank guarantee of equal amount.
(ii) LOCICC 2025 will pay 30% of the contract value in 15 September 2025.
(iii) LOCICC 2025 will pay the remaining balance of 20% in 08 October 2025.
13. CONTRACT AGREEMENT
The Service Provider shall be required to sign a contract agreement with LOCICC 2025.
14. TERMINATION OF CONTRACT
The LOCICC 2025 may terminate the contract, by not less than thirty (30) days’ written notice of termination, if the Service Provider does not remedy a failure in the performance of its obligations under the contract, the Service Provider becomes insolvent or bankrupt as a result of “FORCE MAJEURE”, the Service Provider is unable to perform a material portion of the services for a period of sixty (60) days for its convenience.
15. INVITATION TO SUBMIT PROPOSALS
Based on the information given above, you are herewith requested to submit your proposals in soft and hard copies for the design planning production and coverage of all aspects of the Opening and Closing Ceremonies.
16. VALIDITY PERIOD
The validity period is ninety days (90), from the date limit of the submission of this RFP.
17. RESPONDENT COSTS
LOCICC 2025 will not reimburse any costs incurred by the Bidder in response to the RFP.
18. PREBID MEETING AND PROPOSED BUDGET
For further information or any clarification, a Prebid Meeting will be held at LOCICC 2025 office at Cote D’Or National Sports Complex at 14h30 on Wednesday 09 July 2025. The proposed budget for the opening and closing ceremonies will be disclosed at the meeting.
19. TECHNICAL AND FINANCIAL PROPOSALS
Bidders will be required to submit one Comprehensive Proposal including both, a Technical Proposal and a Financial Proposal.
20. EVALUATION OF TECHNICAL AND FINANCIAL PROPOSAL
The Technical proposal shall be evaluated on the basis of their responsiveness to the following criteria:
SN Criteria Marks Allocated (80)
1 Theme and Script proposed for both ceremonies 35
2 “Plan de décor” for both events 25
3 Qualifications and competence of professional staff for this assignment 10
4 Details on performers and other factors relevant to this assignment. 10
The financial proposals will account for 20 marks.
The Preselected bidders will be given the opportunity to present their proposals to the Board of the LOCICC2025.
21. SUBMISSION OF PROPOSALS
Bids containing a Technical Proposal and the Financial Proposal in a sealed envelope, clearly marked “RFP for Opening and Closing Ceremonies” should be deposited in the tender box of LOCICC 2025, located at Cote D’Or National Sports Complex on Wednesday 16 July 2025 at 15h00 at latest.
22. RIGHT OF LOCICC 2025
LOCICC 2025 reserves the right at its sole discretion:
i. To ask the Bidder(s) for clarifications at time of evaluating the proposals
ii. To accept or reject any bid;
iii. To cancel this RFP without any liability to any Bidders and without giving any explanation or justification to the Bidder(s);
23. GOVERNING LAW
This RFP shall at all times be governed by the laws of Mauritius.
Any dispute arising out of this RFP shall be subject to the exclusive jurisdiction . of the Courts of Mauritius.
Administrative officer
LOCICC 2025
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