Short-Term Technical Assistance (STTA): To provide technical support for coordination, management, and organization Maya Devi Trail Run event in Lumbini

Statement of Work

USAID Trade & Competitiveness

Title of Assignment: To provide technical support for coordination, management, and organization Maya Devi Trail Run event in Lumbini.

Type of Consultancy: Short-Term Technical Assistance (STTA)

Period of implementation: April 19th 2024, to April 24th 2024

LOE: 6 days 

Background

USAID Trade and Competitiveness Activity is a five-year activity that will provide opportunities for the Nepali economy as it recovers from the impacts of the COVID-19 pandemic. The Activity will enable Nepal to capitalize on global integration to diversify toward higher quality and higher value exports, foster sustainable job growth and income-generating opportunities for those that have previously been left behind by economic growth, and create greater sustainability and resiliency. The activity will also deliberately promote the integration of women, youth, and marginalized groups into markets to participate in economic opportunities created as Nepal’s economy grows. It will increase jobs and exports while supporting the private sector in managing risks from climate change, COVID-19, and other threats.

The goal is to accelerate firm and sector level competitiveness, generate employment opportunities, and increase sales of firms through interventions that incentivize public and private sector actors across the ecosystem to adopt new behaviors driving outcomes across three objectives: 

• To increase access to market-based financial and non-financial services. 
• To increase productivity in sectors with high growth and employment potential; and 
• To improve the investment climate and business enabling environment (BEE), especially for targeted sectors.
• To support private sector-led economic recovery.

Purpose

Tourism sector is characterized as the sector with the most opportunities to scale, both vertically and horizontally. It has an immense capacity to capitalize on sector-level opportunities, generate employment and business opportunities, and translate benefits to all the actors involved in the sector. At present, the sector has several constraints aggravated by COVID-19 which impacts all participants in the sector. The constraints are poor infrastructure and connectivity; lack of skilled human resources; and limited promotion and market access. A key objective in improving the sector is to increase the value of its destination offering, including diversification of product offerings, upgrading of facilities and services, and upgrading the skills of tourism stakeholders in the destination.

In line with the key objective of the sector, the Maya Devi Trail in Lumbini is identified as an important tourist destination which carries religious, historic, spiritual and archeological significance. It has the unique offering as the birthplace of the Buddha and has the potential to attract the over 500 million Buddhists around the globe as well as other tourists interested in unique experiences. The development of the trail is expected to attract higher-value tourists, increase tourism related investment, generate employment and foster linkages to other related businesses that can further enhance the tourism potential of the area.

To promote activities around the Maya Devi Trail and promote the trail, USAID Trade and Competitiveness intends to organize a trail running event on the auspicious day of Buddha Purnima (The full moon day in Baishak to celebrate the two blessed day celebrating i) birth of Lord Buddha and ii) attainment of enlightenment. The trail run event is expected to mark as a kickoff event for marketing and promotion of the Maya Devi Trail and to enhance the visibility and appeal of the trail and Lumbini as a tourism destination and engage a diverse range of stakeholders to participate in the event and disseminate information about the Maya Devi Trail

For the assignment, the Activity is looking for a firm/company for Short-Term Technical Assistance (STTAs) to coordinate, manage and organize the Maya Devi Trail Run event to take the lead on securing permits, managing registrations, ensuring broad range participation i.e., identifying and inviting participants, promotion, and marketing of the event online, soliciting sponsorships, and ensuring participant safety. The key tasks include coordinating logistics, engaging with sponsors, and enhancing marketing and promotion aspects of the event. The goal is to deliver a well-executed event that celebrates the historical significance of the trail and fosters engagement with the wider community and raise the profile of Mayadevi Trail.

Objective

The specific objectives of the event include:

• To organize and execute a trail run for the marketing and promotion of Maya Devi Trail 
• Showcase investment opportunities along the trail through engagement with diverse stakeholders in the event. 
• To encourage local, provincial, and federal entities (government and private sector) to organize Maya Devi Trail Run as an annual flagship event in Lumbini. 
• To showcase the cultural, touristic, historical importance of Maya Devi Trail in Lumbini through dedicated event categories and themes.
• To engage a broad audience of local, national, and international participants through effective use of digital platforms and other media

Tasks:

Event Planning and Management

• Develop a detailed project plan, including timelines, milestones, and a checklist of activities leading up to the event.
• Secure necessary permits, insurance, and clearances from relevant authorities and stakeholders.

Race Categories and Distances

• Finalize race categories, including a full Mayadevi Trail Distance (~39K), 10K, 5K, and fun runs, to accommodate all ages and abilities.

Venue and Route Preparation

• Design and finalize the course, ensuring safety, minimal environmental impact, and highlighting significant archeological sites and landmarks across the trial. 
• Set up start/finish lines, hydration stations, medical services, and rest areas along the route.

Digital Engagement

• Create and maintain a dedicated website for the event, providing comprehensive information, registration capabilities, and regular updates.
• Manage social media profiles to engage with participants, share training tips, cultural insights, and event updates.

Participant Management

• Implement an efficient online registration system, including information collection, waivers, logistics information, etc.
• Design and distribute participant kits, including bibs, T-shirts, and medals.

Logistics

• Coordinate logistics for security, traffic management, volunteer training, and waste management.
• Ensure adequate provision of water stations, portable toilets, and medical services.

Race event facilitation

• Safety Checks - Confirm safety measures, medical readiness, and communication systems.
• Route Marking - Ensure clear signage, mile markers, and start/finish areas.
• Water Stations - Verify setup and stocking of stations.
• Volunteer Briefing - Finalize roles for marshals, medical staff, and attendants.
• Race Crew Deployment
• Start Line - Organize participants and check the timing system.
• Course Marshals - Position along the route for guidance and safety.
• Security and Emergency Services - Confirm deployment for participant and spectator safety and emergency support.
• Monitor Race Progress: Address course issues and use timing systems for participant tracking.
• Finish Line Coordination: - Manage medal distribution and direct participants to recovery areas.
• Awards Ceremony - Prepare for and conduct the awards presentation.

Marketing and Promotion

• Develop a marketing strategy utilizing the website, social media, local advertising, and partnerships with private companies, donors, NGOs, GOs, academia and other institutions. 
• Engage media partners for event coverage and promotion.

Sponsorship

• Identify and secure collaborations for local level human resources and volunteer mobilization in Lumbini.
• Identify and secure sponsors, offering tailored benefits and branding opportunities.
• Manage sponsor relations and deliver on commitments.

Post-Event Activities

• Conduct a participant feedback survey to gather insights for future improvement and present an event report.
• Ensure a thorough cleanup and restoration of the venue and trail.

Required Qualifications:

1. Experience in managing, coordinating, and executing trail runs and organizing similar outdoor events. 
2. Previous experience in effectively marketing similar events to attract participants, sponsors, and media attention.
3. Familiarity with budget preparation and understanding of basic business financials.
4. Strong communication and presentation skills, including oral and written.
5. High degree of independence, flexibility, and ability to meet strict deadlines.
6. Fluent in spoken and written English, Nepali, and the local language.
7. Individual pan account number registered in the inland revenue department in Nepal.
8. Should be able to provide the invoice stating the daily rate of the previous consultations.

Payment

The consultant must submit a timesheet, invoice, expense report as applicable, and a written progress report monthly to receive payment.

Reporting Requirements:

The consultant will report to Tourism Value Chain Manager 

All interested applicants shall submit their technical and financial proposal to info@tc-udhyamnepal.com by COB 5.00 pm April 15, 2024.