Application deadline
20. Jun
- Application deadline
- 2017-06-20
- Business / Employer name
- Fundacion Capital
- Job categories
- Customer Service
- Food Service
- Graphic Arts & Video
- Marketing, Advertising & PR
- Hospitality & Tourism
- Web Design & Administration
- Communications & Journalism
- Logistics & Operations
- Arts & Entertainment
- Other
- Job Role
- Senior Management
- Position Type
- Consultant
- Organization Type
- NGO
Location
Other Dar es Salaam District
Dar Es Salaam
Description
TERMS OF REFERENCE
Event Management Services: Rural Financial Inclusion and Social Protection workshop
in Dar es Salaam, Tanzania (September 2017)
What are we seeking?
An event management company for a workshop with the working title, "Rural financial inclusion and social protection in East Africa," which scheduled to take place in Dar es Salaam, Tanzania from 11 to 12 September 2017. The main objective of the event is to act as a learning forum to exchange ideas from East Africa and contribute towards the design of better strategies to improve financial inclusion and strengthen livelihoods within social protection programs.
The contracting authority for these event will be Fundación Capital. The main point of contact for the organization is Ms. Sarah Hewitt, email: sarah.hewitt@fundacioncapital.org.
The number of participants is estimated at 50. The service contract will include the organization and logistical support for the workshop and exclude travel and accommodation expenses of the participants.
Who are we?
Fundación Capital (FundaK) is an international organization whose team works in 14 countries across Latin America, the Caribbean and Africa, with the mission of reducing poverty and advancing economic citizenship. We work in the design, development and implementation of innovative
projects, with the goal of helping individuals living in poverty to build, grow, manage and protect their financial, human, physical and social assets. (www.fundacioncapital.org)
What is the assignment?
The overall objective is to support the organization of the workshop taking place in Dar es Salaam, Tanzania from 11 to 12 September 2017.
Specific objectives:
• Organize the logistics of the event taking place in Dar es Salaam from 11 to 12 September 2017.
• Support with media coverage during the event.
• Provide event identity and layout of materials, with prior approval from the contracting authority.
• Create and manage website during the period of this contract.
The selected contractor will be informed in due time about all the organizational aspects of the event. If needed, further details on the services to be provided will be given.
Requested services:
Category A: Individual assistance
A1- Travels: International and domestic travel
A2- Assistance obtaining visas: Visas for international participants
A3- Production and Distribution of invitations: May be applicable for physical invitations that will have to be hand-delivered to Ministries and Embassies.
A4- Management and payment of the daily allowance to participants: Not applicable.
A5- Preparing conference material: Badges and conference kits for approximately 50 participants (exact number to be confirmed). Customized conference kits should carry the Fundación Capital logo and logo of sponsors and the title of the Workshop and will include a flyer with workshop information, a pen, a customized paper block and a bag.
Category B: Support staff
B1- Team of hostesses/stewards: the contractor estimates the need for four locally recruited staff on 11 September 2017 to welcome the participants at the event venue and offer assistance during the event (welcoming participants, inscription of the participants, distributing badges, registering participants in parallel sessions, passing the microphone, distributing conference kits, etc.)
B2- Translators: the contractor will engage the services of two (2) local translators (Swahili to English and English to Swahili) for the field visit.
B3- Note taking: Not applicable.
B4- Photographer: The contractor will engage the services of a local photographer to take pictures during the event from 11 to 12 September 2017
Category C: Services
C1- Insurance: Not applicable
C2- Hotel room reservations and payment: The contractor should provide options within selected venue to guarantee a negotiable price for accommodation, full-board and transfer from/to airport included. The contractor should also guarantee a pre-booking of at least 20 rooms for international panelists to stay from 10 to 12 September 2017 (3-night stay). The contracting authority will be responsible to coordinate directly with the selected hotel, in order to ensure that international panelists have accommodation confirmed by 31 August 2017. Participants are expected to arrive in Dar es Salaam in the course of Sunday, 10 September to leave Dar es Salaam on the evening of 12 September or 13 September, depending on flight availabilities. It is also responsibility of the contracting authority and not the contractor to consolidate the information concerning participants' arrival and departure flights (flight numbers, dates and time) and to forward a copy of this information to the hotel by 31 August 2017 at the latest.
C3- Booking and hiring of an appropriate conference room: The contractor will book in the selected Hotel conference rooms with appropriate equipment as follows (detailed description of equipment under C5): Plenary room suitable for approx. 50 participants (exact number to be confirmed)
C4- Additional premises: The contractor should also guarantee access to the Business Centre during the days of the event in case is necessary to use a computer with access to internet, a printer and a photocopier.
C5- Rental of appropriate conference equipment: The contractor will ensure that the conference rooms and auxiliary rooms are equipped with the appropriate conference equipment as follows:
• Audio equipment: microphone(s), loud speaker(s), etc for the plenary room
• Projection devices: video projector, wide projection screen, datashow, laptop, etc. for the plenary room
• Translation equipment: cabin, unit and receptors
• Backdrop and environment lights
C6- Local transport – to be confirmed for field visit
C7- Media and PR: The contractor will be responsible to invite, send a press release, manage and follow-up with the different media channels such as local radio, TV and newspapers. The contracting authority will identify a focal person within the organization for interviews with the media.
C8- Website: The contractor will be responsible for setting up a website for the workshop where functionalities such as agenda, panelists (with brief CV and photo), background and download of presentations and photos.
C9- Others: The contractor will design the concept of the event and provide the event identity with prior approval from the contracting authority. This identity shall be used in all materials produced for the event (website, conference kits, roll-up, banners, etc.)
Category D: Supplies
D1- Catering: The contractor will organize with the selected hotel two coffee breaks per day, including coffee, tea, water, juices, and small cakes for approximately 50 participants (exact number to be confirmed). Coffee breaks are to be scheduled in accordance with the agenda. Water should be available in the plenary room. The contractor will organize with the selected hotel buffet lunches for 50 guests. The lunch, coffee breaks and cocktail/dinner should be approved by the Contracting Authority. The contractor must take into consideration any religious or personal specificity of participants and provide suitable food/drinks. The contractor will ensure that main dietary requirements are taken into account and that appropriate food for all participants is provided.
D2- Prints: Not applicable.
D3- Decoration of the plenary room: The plenary room for 11 September should be set by the contractor with the correct ambience with 5-6 comfortable chairs for the panelists and an auxiliary small table with water for all. In the stage there should be at least a floral arrangement.
D4- Planning and management of the event: detailed under section B and C.
D5- Roll-up: The contractor should provide two (2) roll-ups to be set in a visible and strategic place of the venue.
Contractor’s profile
An experienced company with at least 5 years of experience organizing international events in Tanzania and at least one expert fluent in Swahili and English shall be present in Dar es Salaam at least for four (4) weeks before the event, to coordinate and ensure the success of the workshop’s logistics.
Location and duration
The contract is expected to have an initial duration of 12 weeks, with a starting date on the 3rd July 2017. The event will take place in Dar es Salaam, Tanzania with one day field visit in Bagamoyo or Zanzibar (to be confirmed).
Administrative information
At the end of the contract, the Contractor will submit a technical report on the organization of the event together with a detailed financial statement of the actual costs incurred. The report must be written in English and submitted by email. The Contracting Authority is responsible for approving the report.
How to apply?
A proposal should be submitted to Sarah.Hewitt@fundacioncapital.org by 20 June 2017. Please include a summary of relevant company experience, client references and an indicative budget.
Event Management Services: Rural Financial Inclusion and Social Protection workshop
in Dar es Salaam, Tanzania (September 2017)
What are we seeking?
An event management company for a workshop with the working title, "Rural financial inclusion and social protection in East Africa," which scheduled to take place in Dar es Salaam, Tanzania from 11 to 12 September 2017. The main objective of the event is to act as a learning forum to exchange ideas from East Africa and contribute towards the design of better strategies to improve financial inclusion and strengthen livelihoods within social protection programs.
The contracting authority for these event will be Fundación Capital. The main point of contact for the organization is Ms. Sarah Hewitt, email: sarah.hewitt@fundacioncapital.org.
The number of participants is estimated at 50. The service contract will include the organization and logistical support for the workshop and exclude travel and accommodation expenses of the participants.
Who are we?
Fundación Capital (FundaK) is an international organization whose team works in 14 countries across Latin America, the Caribbean and Africa, with the mission of reducing poverty and advancing economic citizenship. We work in the design, development and implementation of innovative
projects, with the goal of helping individuals living in poverty to build, grow, manage and protect their financial, human, physical and social assets. (www.fundacioncapital.org)
What is the assignment?
The overall objective is to support the organization of the workshop taking place in Dar es Salaam, Tanzania from 11 to 12 September 2017.
Specific objectives:
• Organize the logistics of the event taking place in Dar es Salaam from 11 to 12 September 2017.
• Support with media coverage during the event.
• Provide event identity and layout of materials, with prior approval from the contracting authority.
• Create and manage website during the period of this contract.
The selected contractor will be informed in due time about all the organizational aspects of the event. If needed, further details on the services to be provided will be given.
Requested services:
Category A: Individual assistance
A1- Travels: International and domestic travel
A2- Assistance obtaining visas: Visas for international participants
A3- Production and Distribution of invitations: May be applicable for physical invitations that will have to be hand-delivered to Ministries and Embassies.
A4- Management and payment of the daily allowance to participants: Not applicable.
A5- Preparing conference material: Badges and conference kits for approximately 50 participants (exact number to be confirmed). Customized conference kits should carry the Fundación Capital logo and logo of sponsors and the title of the Workshop and will include a flyer with workshop information, a pen, a customized paper block and a bag.
Category B: Support staff
B1- Team of hostesses/stewards: the contractor estimates the need for four locally recruited staff on 11 September 2017 to welcome the participants at the event venue and offer assistance during the event (welcoming participants, inscription of the participants, distributing badges, registering participants in parallel sessions, passing the microphone, distributing conference kits, etc.)
B2- Translators: the contractor will engage the services of two (2) local translators (Swahili to English and English to Swahili) for the field visit.
B3- Note taking: Not applicable.
B4- Photographer: The contractor will engage the services of a local photographer to take pictures during the event from 11 to 12 September 2017
Category C: Services
C1- Insurance: Not applicable
C2- Hotel room reservations and payment: The contractor should provide options within selected venue to guarantee a negotiable price for accommodation, full-board and transfer from/to airport included. The contractor should also guarantee a pre-booking of at least 20 rooms for international panelists to stay from 10 to 12 September 2017 (3-night stay). The contracting authority will be responsible to coordinate directly with the selected hotel, in order to ensure that international panelists have accommodation confirmed by 31 August 2017. Participants are expected to arrive in Dar es Salaam in the course of Sunday, 10 September to leave Dar es Salaam on the evening of 12 September or 13 September, depending on flight availabilities. It is also responsibility of the contracting authority and not the contractor to consolidate the information concerning participants' arrival and departure flights (flight numbers, dates and time) and to forward a copy of this information to the hotel by 31 August 2017 at the latest.
C3- Booking and hiring of an appropriate conference room: The contractor will book in the selected Hotel conference rooms with appropriate equipment as follows (detailed description of equipment under C5): Plenary room suitable for approx. 50 participants (exact number to be confirmed)
C4- Additional premises: The contractor should also guarantee access to the Business Centre during the days of the event in case is necessary to use a computer with access to internet, a printer and a photocopier.
C5- Rental of appropriate conference equipment: The contractor will ensure that the conference rooms and auxiliary rooms are equipped with the appropriate conference equipment as follows:
• Audio equipment: microphone(s), loud speaker(s), etc for the plenary room
• Projection devices: video projector, wide projection screen, datashow, laptop, etc. for the plenary room
• Translation equipment: cabin, unit and receptors
• Backdrop and environment lights
C6- Local transport – to be confirmed for field visit
C7- Media and PR: The contractor will be responsible to invite, send a press release, manage and follow-up with the different media channels such as local radio, TV and newspapers. The contracting authority will identify a focal person within the organization for interviews with the media.
C8- Website: The contractor will be responsible for setting up a website for the workshop where functionalities such as agenda, panelists (with brief CV and photo), background and download of presentations and photos.
C9- Others: The contractor will design the concept of the event and provide the event identity with prior approval from the contracting authority. This identity shall be used in all materials produced for the event (website, conference kits, roll-up, banners, etc.)
Category D: Supplies
D1- Catering: The contractor will organize with the selected hotel two coffee breaks per day, including coffee, tea, water, juices, and small cakes for approximately 50 participants (exact number to be confirmed). Coffee breaks are to be scheduled in accordance with the agenda. Water should be available in the plenary room. The contractor will organize with the selected hotel buffet lunches for 50 guests. The lunch, coffee breaks and cocktail/dinner should be approved by the Contracting Authority. The contractor must take into consideration any religious or personal specificity of participants and provide suitable food/drinks. The contractor will ensure that main dietary requirements are taken into account and that appropriate food for all participants is provided.
D2- Prints: Not applicable.
D3- Decoration of the plenary room: The plenary room for 11 September should be set by the contractor with the correct ambience with 5-6 comfortable chairs for the panelists and an auxiliary small table with water for all. In the stage there should be at least a floral arrangement.
D4- Planning and management of the event: detailed under section B and C.
D5- Roll-up: The contractor should provide two (2) roll-ups to be set in a visible and strategic place of the venue.
Contractor’s profile
An experienced company with at least 5 years of experience organizing international events in Tanzania and at least one expert fluent in Swahili and English shall be present in Dar es Salaam at least for four (4) weeks before the event, to coordinate and ensure the success of the workshop’s logistics.
Location and duration
The contract is expected to have an initial duration of 12 weeks, with a starting date on the 3rd July 2017. The event will take place in Dar es Salaam, Tanzania with one day field visit in Bagamoyo or Zanzibar (to be confirmed).
Administrative information
At the end of the contract, the Contractor will submit a technical report on the organization of the event together with a detailed financial statement of the actual costs incurred. The report must be written in English and submitted by email. The Contracting Authority is responsible for approving the report.
How to apply?
A proposal should be submitted to Sarah.Hewitt@fundacioncapital.org by 20 June 2017. Please include a summary of relevant company experience, client references and an indicative budget.
0 Comments