The submission deadline has been extended to April 15. Shortlisted hotels will be contacted on April 20.

Arab Researchers for Managing Forums and Training (ARIJ) invites hotels in Jordan to submit quotations for provision of hotel accommodation and meeting facilities for its 18th Annual Forum (Dec 5 – 7, 2025).

Quotations must  be submitted by Monday March 3rd, 2025  17:00 Amman Time. Quotations received after the deadline indicated shall not be considered for evaluation. Quotations shall be signed and in the .pdf format and submitted to procurement@arij.net. The shortlisted hotels will receive a reply from ARIJ by April 15, 2025. Please make sure to include ARIJ Annual Forum 2025_Hotel Name in the subject line.

Background

For the 18th year, ARIJ is hosting its annual Forum for 800 participants: speakers, trainers, representatives of partner organisations, journalists, fact-checkers, professors, and students.

Specifications and Conditions

The hotel shall have in its current premises all necessary equipment and facilities and shall have a sufficient number of professional and experienced staff and experts to handle the minimum requirements of the ARIJ Forum. The submitted quotation shall meet the qualifications below.

General Requirements

• The hotel shall have a 5-star rating.
• The hotel shall submit the quotation in Jordanian Dinars and be inclusive of taxes and service fees. 
• The hotel shall be willing and able to guarantee the delivery of services in accordance with high-performance standards. 

Meeting Rooms/Rooms Requirements

• A hall that accommodates 500 participants standing (reception style).
• The main hall shall be available 48 hours prior to the Forum. 
• A lunch hall that accommodates 800 participants seated 
• A Networking area that accommodates 500 participants standing (reception style) 
• At least 6 meeting rooms (each to accommodate 100 in classroom set us) 
• At least 4 meeting rooms (each to accommodate 15 seated around a meeting table) 
• At least 6 workshop rooms (each to accommodate 30 on round tables) 
• At least 4 clinic rooms (each to accommodate 2 in privacy) 

The hotel shall offer facilities with

• Buffet Lunch for 800 participants (14:00 – 16:00) for 3 days 
• Continuous water, coffee, tea and biscuits all through the day for 800 participants (09:00 – 19:00) 

• A dedicated high-speed internet provider, and a backup internet provider.
• A/V equipment in addition to available technical support.
• HDMI cables (cable for Mac and Windows), power strips and electrical adaptors.

Accommodation Requirement

• Room rates to accommodate up to 250 single bedrooms with breakfast (BB) (06:00 – 08:30). 250 rooms available for ARIJ 2025 guests and participants. The number of rooms is subject to change. 
• All rooms to be empty from minibar or refreshments; and a clear agreement indicating that any minibar or refreshments are outside the incurred costs. 
• Room availability on the confirmed dates (Friday, Saturday and Sunday December 05-07, 2025) taking into consideration that the check-in will be one day before (Thursday Dec 4, 2025) and check-out one day after (Monday Dec 8, 2025). 
• Flexibility in early check-in and late checkout to be made upon request basis.

Credit / Financial terms

For review purposes, 30% of the invoice value will be paid after a maximum of 30 working days from the date of receiving the final invoices.

Cancellation

The general cancellation policy for room cancellation and event cancellation must be clearly outlined in the submitted quotation. 

ARIJ is entitled to a full refund of any money paid in advance for the offered services that cannot be provided because of official lockdowns, pandemics, and/or other unprecedented crises.

Should you have any further queries regarding the specifications, kindly contact procurement@arij.net  

* It’s important to note that ARIJ is not bound to the lowest price, other elements are taken into consideration including the availability of the above-mentioned requirements, quality of service and special offers provided.