Consultant_Event Management
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.
Details / requirements:
IFRC is looking for a consultancy service to manage the overall event of the ambulance handover
event in January 2023. The event management agency
will be responsible for Planning and designing of overall event set-up, designing and
printing of the invitation card, flex, banners, creatives, flags, photo
exhibition, photo booth, audio and visual setting, arrangement of large screens
for broadcast, Live telecast of the event, photo service, video service and
production of a high quality promotional video.
Interested applicant should submit their expression of interest to Ms. Aliza Baidya at aliza.baidya@ifrc.org , latest by 11 December 2022.
Terms of Reference
| Job Title | Event Management Agency
for Ambulance Handover Event |
| Immediate Supervisor’s Title | Communication
Officer, IFRC |
| Technical Manager’s Title (If applicable) | _ |
| Contract
period | 2
months (Starting from mid-December 2022) |
| Job location | Kathmandu, Nepal |
Background
Nepal Red Cross Society (NRCS) is implementing COVID-19 Operations in the country since early 2020 with the financial and technical support from the International Federation of Red Cross and Red Crescent Societies (IFRC) and its members. As part of the operation, the IFRC will be handing over 30 new ambulances and 15 upgraded ambulances to the selected 34 District Chapters of Nepal Red Cross Society in January 2023. District Chapters are selected in coordination with the Ministry of Health and Population (MoHP). It is expected that the ambulances will help to improve and enhance the public’s access to health care and strengthen ambulance services across Nepal, especially in times of emergencies and pandemics.
The handing over event will be an outdoor event on the premises of NRCS in Kathmandu, Nepal. The event will be attended by high level government officials, diplomats, UN agencies, media, and representatives from the District Chapters of NRCS. The event will host around 150 (+- 20) participants.
Purpose
The IFRC is looking to hire an event management agency to manage the ambulance handover event in January 2023. Below are the key deliverables to be completed by the event management agency:
| Tasks | Deliverables | Estimated
timeframe | Remarks |
| Overall Event Management | Planning and designing
of overall event set-up, including arrangements of seating, stage and
decorations, audio-visual system, parking, hi-tea, and space arrangement for
activities ensuring the visibility of IFRC and NRCS. | Event management agency
to present overall arrangement plan a month before the main event. | Event management agency
to take charge of all arrangements. |
| Design
and Prints | The event management agency will design and print the invitation card, flex, banners, creatives, and flags for the event in close coordination with the IFRC and NRCS communication focal. The event management agency will undertake the responsibility of RSVP (before and on the event day) and duly report to IFRC focal. The event management agency will make the required arrangements for the photo exhibition and photo booth in coordination with IFRC and NRCS communication focal. | All designs must be ready at least two weeks before the main event.
All printings must be ready a week before the main event. | |
| Technical
Aspects | Event management agency will be responsible for overall technical settings during the event. This includes audio and visual
setting and arrangement of large screens for broadcast.
Live telecast of the event via NRCS Facebook page. | Event management agency
to conduct pre-event testing. | |
| Services | Provide a service of a
professional emcee for the event day. | The emcee will
coordinate with the IFRC and NRCS communication focal for required information | |
| Photo
service: The event management agency will provide at least
two professional photographers to cover the event. | The agency to provide 4 best high-quality
photos on the event day.
Remaining edited photos to be submitted within a
week after the event. | Pre- briefings and
guidelines will be shared by the IFRC communication focal. | |
Video service: The event management agency will provide a team of professional videographer+editor to produce promotional video as well as cover the main event day. Promotional video: The event management agency will produce a high-quality promotional video for the event in coordination with IFRC focal. | A high-quality video of the main event of a maximum of 2 minutes is to be submitted within 10 days after the event. A high-quality promotional video (maximum of 3 minutes) for the event. Promo video to be ready /finalized a week before the event. | Pre-briefings and
guidelines are to be shared by the IFRC communication focal. | |
Media service: The event agency will assist with media to disseminate press releases and support in increasing outreach in coordination with IFRC communications focal. Event management agency to coordinate with journalists and media channels for the coverage of the event. The event management agency will support with a press conference to be organized prior to the event. The event management agency will compile the media coverage (print/online) and provide the coverage list to the IFRC communication focal. | Support for a press conference before the event. Provide compiled list of media coverage within 7 days after the event. | The event management agency will support IFRC and NRCS communications focal before, during, and after the event. This includes identifying, inviting, engaging, and following up with media as required. |
Note: The event management agency will plan and implement all mentioned activities in close coordination with the IFRC communication focal.
Qualifications
- The agency will report to the communication focal of the IFRC and NRCS for direct supervision.
- Experience in serving multi-national companies’ advertisement, PR building, brand creation, and value chain development.
- Proven experience in managing public events and national celebrities.
- At least 5 years of experience of engaging in event management for the development organization/philanthropic organization.
Application procedures
Interested applicants should submit their expression of interest to aliza.baidya@ifrc.org, by 11 December 2022. Applicant must submit the following documents:
Agency profile
- Cover letter clearly summarizing your experience as mentioned above.
- Narrative and financial proposal.
- Sample of communication materials of similar events organized in the past.
Application materials are non-returnable, and we thank you in advance for understanding that only short-listed candidates will be contacted for the next step in the application process. Please take note that an incomplete application will be rejected.
Note:
The consultant will be paid as per the IFRC rules and regulations for the consultant within the country. The consultant will be responsible to manage basic equipment like laptops and other equipment required for the consultancy on their own.
About IFRC: IFRC is the world’s largest humanitarian network, comprising 192 National Red Cross and Red Crescent Societies working to save lives and promote dignity around the world.www.ifrc.org - Facebook - Twitter - YouTube
Overview
| Category | Development and Project, Development / NGO |
| Openings | 1 |
| Position Type | Contract |
| Experience | Please check details below. |
| Education | Please check details below. |
| Posted Date | 23 Nov, 2022 |
| Apply Before | 11 Dec, 2022 |
| City | Kathmandu |
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