Closing event planner- Women’s Voice and Leadership project

Terms of References

Closing event planner- Women’s Voice and Leadership project

Background

Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. We are working across regions in about 70 countries, with thousands of partners, and allies, supporting communities to build better lives for themselves, grow resilience and protect lives and livelihoods also in times of crisis.

Because we want lasting solutions, we fight the inequalities that keep people locked in poverty and injustice, we tackle not the symptoms but the systems, and we campaign for genuine, durable change.

We commit to living our values so that we can be known for our integrity. This means transforming our governance, management, and operational structures, and nurturing a culture of continuous learning and reflection.

Oxfam in Lebanon, in partnership with four Women’s Right Organizations (WROs): SEEDS, Madanyat, ONDES, and Fe-male, is implementing a Canadian Embassy-funded project entitled “Women’s Voice and Leadership-WVL.” The project is implemented from March 2022 to March 2025 in Lebanon. It aims towards increasing the enjoyment of human rights by women and girls and the advancement of gender equality, through three main working streams: 1) Improved management, programming, and sustainability of local WROs particularly those representing vulnerable and marginalized women and girls, 2) enhanced delivery of quality services and advocacy by Women Rights Organisations (WROs) to advance gender equality and 3) Increased effectiveness of women's right platforms, networks and alliances to affect gender-sensitive policy change and policy implementation.

The Women's Voice and Leadership (WVL) project is reaching its successful conclusion, and a closing event is being organized to celebrate its achievements, showcase key milestones, and engage stakeholders in meaningful discussions. To ensure the event is well-organized, engaging, and impactful, we seek an experienced Event Planner to provide support in planning, logistics, and execution.

Scope of work

The Event Planner will work closely with the WVL’s project manager to design and execute a high-quality closing event that will happen on the 10^th of April, 2025. The responsibilities include but are not limited to:

1. Agenda Planning and Concept Development:
   • Meet with the project team to develop the event agenda.
   • Suggest innovative, engaging and creative ideas to make the event appealing and interactive.
   • Ensure alignment with the overall objectives of the WVL project.
2. Attendee Management and Invitations:
   • Support in identifying and inviting key stakeholders.
   • Develop and manage the RSVP process to track attendance.
   • Ensure effective communication and follow-up with invitees.
3. Event Logistics and Coordination:
   • Coordinate with service providers (venue, catering, audio-visual, decorations, etc.).
   • Oversee setup, registration, and overall logistics on-site during the event.
4. On-Site Event Management:
   • Ensure smooth execution of the event agenda.
   • Troubleshoot and address any logistical challenges that arise.
   • Coordinate with speakers, panelists, and facilitators to ensure seamless participation.
   • Suggest and organize activities for networking between attendees.
5. Visibility and Branding:
   • Develop and propose visibility products such as a stage backdrop, banners, tote bags, or other branded materials.
   • Oversee the design, production, and printing of all visibility materials to ensure high-quality branding (to be included in the financial proposal).

Please note that the venue and catering for this event will be covered by Oxfam, and it is not required from the Event Planner to select, arrange, or pay for these services.

Qualifications

• • Proven experience in event planning and management, preferably in the non-profit or development sector.
  • Strong organizational and coordination skills.
  • Creativity in event design and execution.
  • Experience in stakeholder engagement and communication.

Expression of Interest (EOI)

Interested consultants should submit their:

• CVs of consultants and/or role of each consultant recruited under the scope of this assignment for firms;
• A portfolio or samples of previous events implemented;
• A financial proposal detailing all costs associated with the assignment;

• Registration and official government documents, if applicable. Noting that 8.5% will be deducted from the total amount if not registered.

Oxfam International in Lebanon reserves the right to reject any and all bids, including the Bidding process, or not to award the contract at any time, without incurring any liability to the affected Bidders.

Please submit the full application documents (as mentioned above) to lebanonprocurement@oxfam.org.uk by March 2, 2025 midnight mentioning “Closing event planner – WVL project’’ in the subject line.