Call for Proposal: Event Management & Communication Support Consultant

Call for Proposal on

Event Management & Communication Support

for

Dissemination of Knowledge Products & Monitoring Tool:

Project: Civil Society Empowerment for Accountable Education (CSE) Project

Organization: Karkhana Samuha

Report to: Program Manager

Location: Kathmandu, Nepal

Pay Range: Based on Technical Proposal and Financial Proposal

Application Deadline: January 10, 2026

Terms of Reference (TOR)

1. Background

About Karkhana Samuha

Karkhana Samuha is an NGO that focuses on making innovation in education inclusive and accessible to people, especially those on the margins, to achieve an equitable society.

At Karkhana Samuha, we practice participatory decision-making and co-creation by bringing partners, collaborators, and end users into every stage of our work. Our approach is guided by Human-Centered Design, helping us design with empathy and purpose. We use our Think, Make, Play, Improve (TMPI) Cycle as the foundation for how we design, create, and learn. We start by thinking creatively to shape ideas, then make quick prototypes to test and explore them. Through play, we reflect, gather feedback, and refine what works. These operational models are proven by academic literature and experience to lead to more innovative ideas and provide a meaningful voice to the intended end-users.

To make our process sustainable, we build Communities of Practice (CoP), spaces where educators, innovators, and partners learn together. We design learning resources that scaffold the growth of these communities and digital platforms that keep the learning ongoing, with the goal of gaining, sharing, and implementing knowledge to innovate locally and make a global impact.

Karkhana Samuha is part of the network of social enterprises, which comprises Karkhana Private Limited, a for-profit focused on designing STEAM learning kits, and Karkhana Global, a US-based non-profit focused on connecting innovative organizations in the global south with resources, expertise, and peers in high-income countries. All three partner organizations remain committed to a shared vision “to nurture a spirit of innovating locally to make a global impact”, but with varied missions and independent governance structures.

About the CSE Project

The "Civil Society Empowerment for Accountable Education" (CSE) project aims to enhance transparency, accountability, and inclusivity within Nepal's education sector by empowering Civil Society Organizations (CSOs). Leveraging digital innovation, design thinking, and advocacy, the project strengthens CSOs' capacity to utilize data for civic mobilization, advocacy, and policy-making. This initiative is crucial in the context of Nepal's federalization and post-conflict environment, addressing the technical capacity gaps in local governance and disjointed connections across government levels.

The project supports SDG 4 goals, focusing on the 'learning crisis' and ensuring access to education for vulnerable and marginalized groups, especially in the wake of the COVID-19 pandemic. Key outcomes include establishing inclusive Learning Collaboratives, developing a comprehensive toolkit, enhancing citizen mobilization for transparent policies, and increasing multi-level CSO engagement in national SDG 4 processes. The thematic areas for the project include GEDSI, private sector collaboration, ICT/curriculum development, climate education, linguistics, and youth. The project is led by Karkhana Samuha in partnership with the Dalit Society Service Organization (DSSO).

About the Dissemination Resources

This dissemination of tools like the Right to Education Monitoring Tool, the Education Advocacy Guidebook and research on Social Accountability are planned to happen at the National and Provincial level (Madhesh & Karnali Province). These tools are meant to help civil society organizations (CSOs), community leaders, and education advocates to ensure accountable, inclusive, and transparent education governance as guaranteed by Nepal’s Constitution (Article 31) and Nepal’s international commitments like SDG 4 and various human rights treaties.

2. Objectives of the Assignment

The purpose of this assignment is to support the dissemination and launch of the RTE Monitoring Tool, Education Advocacy Guidebook, and Social Accountability (SA) research through three well-organized in-person events in Surkhet, Janakpur, and Kathmandu. These events aim to:

• Introduce the tool, guidebook, and research to key education stakeholders of the CSE working areas.
• Highlight the importance of the applicability of the tools to promote accountability in the education sector.
• Encourage adoption and use of the tool at local, provincial, and federal levels.

3. Scope of Work

The selected agency will be responsible for planning, coordinating, and delivering the following:

Event Management

• Propose and coordinate for venue selection in Surkhet, Janakpur, and Kathmandu
• Manage all logistics for 60–70 participants per event at the provincial level and  ~100 participants at the national level.
  
• Coordinate registration, seating, hospitality, and onsite support for diverse group including Learning Collaborative members (CSOs) (from Kathmandu, Madhesh, and Karnali), community school leaders, representatives from local, provincial &, federal government, journalist and education stakeholders
• Facilitate the technical requirements for various formats, including keynote talks, practitioner "Practice Talks," and parallel workshops facilitated by Karkhana Samuha

Branding & Design

• Design event materials aligned with CSE project branding (e.g., banners, presentation templates, handouts, signage)
• Prepare digital versions of materials.

Media & Communication

• Prepare and support to disseminate a press release
• Coordinate media outreach and on-site presence
• Develop engaging social media content (stories, reels, captions)

Creative & Documentation Support

• Provide professional photography and videography of all events
• Prepare a detailed event documentation/report
• Design, print, and install event branding materials (e.g., banners, standees, posters, backdrops)

Language

• All event materials (e.g., banners, handouts, presentations) must be prepared in the Nepali language
• Social media content (e.g., posts, stories, reels) must be prepared in both Nepali and English (bilingual)

4. Locations and Timeline

• Event Locations:
  • Birendranagar Surkhet, Karnali
  • Janakpur, Madhesh
  • Kathmandu
• Participants: Approx. 60–70 per event at the provincial level and approximately 100 at the national level
• Tentative Dates: 4th week of January 2026 & 1st week of February 2026 at the provincial level and 3rd week of February 2026 at the National level

5. Deliverables

The agency will be expected to deliver:

• Three fully organized events (as per scope)
• Venue selection and logistical arrangement
• All event materials (print and digital) are aligned with project branding
• Media coverage and documentation (photos, media stories)
• Minimum 4–5 social media content pieces per event
• Short documentation report for each event and one detailed compiled report.
• High-resolution photo and video files capturing key insights

6. Proposal Requirements

Interested agencies must submit the following:

• Technical Proposal: Brief explanation of the agency’s approach to the assignment, including how they will incorporate GESI and inclusion in messaging and execution.
• Financial Proposal: Detailed budget with line-item breakdown.
•  Portfolio: Examples of relevant past work (especially with CSOs, education, or rights-based campaigns)

7. Additional Notes

• All designs and messaging must reflect the visual identity and values of the CSE Project
• Agencies must be comfortable working in Madhesh and with education-focused civil society audiences
• Preference will be given to agencies with demonstrated experience in GESI, education, or rights-based communication
• Based on the performance, the contract may be extended to future collaborations with Karkhana Samuha

8. Submission Guidelines

Interested and qualified candidates can submit their Technical Proposal, Financial Proposal and Portfolio in the following details:

• Submit to: cse@karkhanasamuha.org.np with the subject line - “Application for Event Management & Communication Support Consultancy”
• Deadline for Proposal Submission: January 10, 2026
• Contact for Queries: Saraswati Paudel, Program Coordinator

Email address: saraswati@karkhanasamuha.org.np