Consultancy: Event Management Organizer

Terms of Reference for Event Management Organizer

Lebanon Water Forum-2020/21

Under the Project ‘Water, Sanitation and Hygiene (WASH) programme for Syrian refugees and Lebanese host communities

Oxfam Lebanon Programme

Background

Oxfam is an organisation that works to address the causes of poverty through campaigning and responding to the needs of the poor. In Lebanon, Oxfam works in both development and humanitarian contexts, focusing particularly on Water, Sanitation and Hygiene (WaSH), Protection and Emergency Food Security and Livelihoods. In responding to the Syrian Refugee Crisis, Oxfam addresses the emergency water needs through WaSH service provision to populations residing in informal settlements; and to those of the Lebanese host communities and local authorities through efforts to improve water infrastructure and management systems.

Under the Joint Humanitarian Development Framework (JHDF) WaSH was identified as a key priority sector for Lebanon. A WaSH consortium that consists of the Norwegian Refugee Council (NRC), Oxfam, World Vision International (WVI) and Gruppo di Volontario Civile (GVC) have come together to implement the project “Improving access to safe and affordable water to vulnerable communities” under the EU Madad Trust Fund programme “Water, Sanitation and Hygiene (WASH) programme for Syrian refugees and Lebanese host communities”. The project aims to contribute to effective, sustainable and multi-level water governance in crisis affected Lebanon, through empowering local and regional authorities and demonstrating cost effective systems for water service provision.

Under this consortium, OXFAM in collaboration with Issam Fares Institute for Public Policy and International Affairs (IFI) at the American University of Beirut (AUB) is organizing the Lebanon Water Forum in January 2021 (Exact date to be confirmed) in Issam Fares Institute in a hybrid experience.

The forum will focus on issues pertinent to the water sector, and is expected to host more than 150 participants, where around 25-30 will be present in real and more than120 participants virtually, including representatives from the Ministry of Energy and Water, Water Establishments, academics, experts, practitioners, local and international NGOs. In order to facilitate the organization and completion of the event, Oxfam would like to recruit a firm to support in the Event Organization.

Contract Requirements:

• Previous experience in organizing events/conferences as per the objectives.
• Preferably previous experience working with NGOs.
• Have strong relations with national and regional media outlets.
• Ability to provide high quality communications materials (banners, fliers, etc.)
• Well organized and able to deliver within the time frame suggested in the ToR.

Scope of Work

The event Management Company / organization will be responsible for the following:

• Ensure IFI venue suitable for the event and the use of it respecting social distancing.

• Coordinate speeches and presentations during the event.
• Provide staffing of event reception/registration desk /all necessary activities.
• Update and provide the design of printing materials; Colored Agenda, badge, notepad (Oxfam will provide the previous design used in LWF 2019). 
• Provide design for the conference visibility, 6 roll-up banners (size: 200cmx 80cm) and one backdrop (2*3m) to be located at the event location. The design should be in accordance with Oxfam and EU-MADAD branding guidelines, and H2ALL branding. (Oxfam will provide the previous design used in LWF 2019). 
• Technical check of the online webinar, sound system, and lighting which will be provided by Issam Fares Foundation. (IFI)
• Update website (LWF website, LinkedIn) content based on information provided by Oxfam and IFI.
• Receive online registration via the website and provide the final list prior the conference.
• Design and implement a media plan which include:

1. Arrange media appearance and interview before the event.
2. Invite Media and journalists to cover the event (one-page summary will be provided by Oxfam).
3. Send press release to media, which includes a brief about the conference, main points mentioned, and recommendations.

• Video and photography documentation of the event:

1. Produce a 1.5 to 2 minutes, post -event video
2. Provide two revisions for the video.
3. Produce high quality photos, 50 pictures.

Please note that all materials produced for Media and Communications should be signed off by Oxfam and EU.

• Prepare and manage all the invitations, the registration, call for abstracts through the already established Lebanon water forum website.
• Close coordination with Oxfam and with AUB-IFI event coordinator

Oxfam will provide two staff to support in registration and reception (including microphone assistance for Q&A).

Oxfam will provide content for press release and invitations. Oxfam and IFI will send invitations for participants and speakers.

Oxfam will provide onsite interpretation with sound system.

Lebanon Water Forum and LinkedIn group are already established.

Deliverables

• A designed event report including all agenda, materials, press releases, quotes, social media postings, video and photo and list of participants.

Schedule of deliverables:

First draft report should be submitted after two weeks from the date of the event.

Final report should be submitted after one weeks from the date of receiving the comments on the draft report from Oxfam.

Coordination:

The selected organizer will work closely with Oxfam’s Senior media & communication officer and project manager.

Timeframe and Payment

The following timeframe and schedule of payment. Please state your payment modality.

Item

Time line

Payment

Signature of contract

Upon signature of contract.

30% of contract value

Approval of final report

Upon Oxfam approval of the materials

70% of contract value

Budget and Assessment:

The bidders should submit

• The company profile.
• References for similar jobs in the past 3 years.
• Name(s) and CVs or brief summary of the professional background of key personnel to be involved in the event implementation.
• Three satisfactory references of customers for whom the same type of services was provided.

The supplier should prepare a clear work plan for the activities within one week from signing the contract.

The financial proposal: The bidders should submit the breakdown of the prices mentioning payment modality.

Please note that:

Printing of visibility materials will be paid for directly by Oxfam and therefore should not be considered as part of the bidders price offer.