Background

Following The Urban Climate Forum event, UCLG ASPAC will require to procure hotel that can provide meeting package and accommodation for participants. Urban Climate Forum is organised as a strategic platform to bring together national government institutions, local governments, development partners, city networks, academia, and regional stakeholders to discuss current priorities and future pathways for urban climate resilience development in Indonesia. As urban issues span multiple sectors—including spatial planning, transportation, housing, environment, infrastructure, and climate change, the Forum seeks to encourage stronger policy coherence and collaboration among relevant ministries and government institutions, while strengthening the connection between national priorities and local implementation.

Building on the experiences and achievements of initiatives such as Urban-Act, the ASEAN Governors and Mayors Forum (AGMF), the Global Covenant of Mayors for Climate and Energy (GCoM) Southeast Asia, and the Asia-Pacific Local Government Coordinating Body (APLG), the Forum will serve as a venue to launch knowledge products and policy instruments, disseminate lessons learned, showcase local government innovations, and foster dialogue on climate governance, urban mobility, climate finance, and urban resilience. Through plenary discussions, technical sessions, knowledge exchanges, and site visits, the Forum aims to strengthen partnerships and identify practical pathways for advancing sustainable, inclusive, and urban climate resilience development in Indonesia and across the Asia-Pacific region.

Objective

To Analyse the offered price for the venue of Urban Climate Forum 2026 including meeting packages.
• To Compare the venue, accommodation services for the forum.
• To Select the most visible and valued hotel for the event

Expected Output and Outcome: 
Selected or appointed one hotel to provide accommodation and meeting package

Room guaranteed 40 rooms – for LG’s & partners and UCLG ASPAC team, with the following details:
– 47 rooms for 2 nights
– 25 rooms for 3 nights

• All rooms must include daily breakfast, free Wi-Fi access and non-smoking room area
• Ensure wheelchair-accessible rooms or facilities for participants requiring mobility assistance.
• The number of rooms will be adjusted based on the attendance confirmation from the sponsored invited participants

Meeting & Event Facilities 16-17 Sept 2026

Meeting Package Day 1- Full-day meeting package + dinner
Seating arrangement:
Main conference room with seating capacity for 200 seats (round-table setup); 3 parallel rooms (50 seat each room with roundtable set up)

Meeting Package:
– 150 guaranteed pax – with maximum order 200 pax
– Dinner (50 pax guaranteed)

Meeting Package Day 2 – Full-day meeting package
Seating arrangement:
– 2 rooms with seating capacity for 35 & 75 participants each (round-table setup)
Meeting Package:
– 75 guaranteed pax – with maximum order 110 pax

VIP meeting room with a seating capacity of 15 persons
Secretariat room with a seating capacity of 10 persons.
High-speed internet access (minimum 25 Mbps) for participants and dedicated access for the organising committee.

Devices in meeting room:
1. Microphones – 8 microphones (wireless/cables)
2. Projector and screen for each parallel meeting room
3. Meeting kit
4. Flip charts – 2 minimum for each meeting room
5. Placing cards
6. Standard Soundsystem
7. LED Screen for main conference room
Note: UCLG ASPAC encourages minimisation of single-use plastics (e.g., avoid plastic bottles; instead, use reusable water stations).

Date & Participants:

16-17 September 2026 (TBC)
Number expected participants = 200 participants

Minimum 4-star hotel rating
• Non-smooking Rooms
• Meeting Package
• Microphones
• LED Screen
• Projector
• Additional Soundsystem
• Dedicated internet connection
• Placing Cards

Any hotel/hospitality companies are welcome to apply. Kindly share your proposal and quotation to procurement@uclg-aspac.org; Copy to : noviandri.yotighana@uclg-aspac.org ;
amelia.sari@uclg-aspac.org

Closing date for proposal submission: 08 August 2026 (12.00 Noon)
Subject: Hotel 2026 Urban Climate Forum