Terms of Reference (ToR) for the Event management Closing Workshop – ENGAGE VSO Nepal

Terms of Reference (ToR) for the Event management Closing Workshop – ENGAGE VSO Nepal

1.   Background

VSO has worked in Nepal since 1964, evolving our focus from service delivery in remote districts to our current approach of developing organizational, managerial, and civil society capacities to address poverty through volunteer programming. One of our key strengths is our ability to work at the community level where the needs are the greatest, sharing skills and experience strategically with people and organizations with the potential to contribute to development in Nepal effectively.

ENGAGE

Voluntary Service Overseas (VSO), with consortium technical partner Handicap International (HI), and the and local partners, has been implementing a four-year project “Empowering a New Generation of Adolescent Girls with Education (ENGAGE)” in Nepal under the funding of United Kingdom Aid (UKAID). This project primarily focuses on supporting out of school (OOS) girls with disabilities and marginalized girls from 10-19 years of age with major interventions including non-formal education (preparatory and bridge classes), formal education support through various interventions, employability skills development and enhancing girls with disabilities’ economic opportunities through linking them into the small-scale labor market. Additionally, the project supports resource classes and municipality to provide better educational opportunities to the girls with disabilities.

ENGAGE project is coming to an end by December 2022. Hence, to share the best practices and findings from ENGAGE, VSO is organizing a national sharing workshop in 2nd week of January 2023 in Kathmandu. VSO will organize the event by combining the physical presence of up to 80 representatives. In addition, the team from the province level will share their experiences and learning.

The target audiences in the workshop will be Centre for Education and Human Resource Development-CEHRD, Ministry of Education, Science and Technology, Nepal Women Commission, Ministry of Women, Children and Senior Citizen of Nepal, Nepal Police, representatives of the British Embassy Kathmandu and other donor communities, ENGAGE consortium members, community volunteers, primary actors and the media. The event will tentatively run for four hours.

2.   Objectives of Assignment

To facilitate and organise the quality delivery of the event, VSO Nepal is seeking an event management company.

Under direct supervision of VSO Nepal dedicated staff, the Event organizer team will be responsible for ensuring the arrangements, logistical, administrative, and preparation of the above event to run in a timely and effective manner.

3.   Scope of work for Event organiser

a.  Ensures smooth logistical preparation and execution focusing on achievement of the following results:

I.   Design event and the venue set up - indoor

i.   Ensure the screening of video documentaries/photos on a high-quality screen

ii.  Setup over 15 stands where high quality photograph will be displayed with the caption (Outdoor and indoor).

iii. Set up at least four booths (canopy) to showcase information on the key ENGAGE interventions.

iv.  Setup a front desk where ENGAGE publications are displayed for sharing

v.   Prepare the kits that ENGAGE provides to share with the participants

vi.  Print the banner and manage interior event setting II. Arrange the photographic and videography service to cover the event.

III. Media management which will include preparation of media kit and coordinating with media houses for event coverage; media kit to provide by VSO

b.    Weekly update on the progress status to the project unit and keep all relevant parties informed on issues and challenges faced for further solution/decision

c.    Arrangement of the big screen sharing of the online sharing event and ensure that the online sharing sessions are adequately managed at least 6-8 sharing via video

d.    Management of live screening of the event in VSO social media page; and

e.    Deliver any other tasks related to the event activities delegated by the VSO Nepal.

VSO will provide the following arrangements for the workshop;

a.    Venue and meals for the event

b.    Materials and folders to provide to the participants

c.    Video documentaries

d.    Soft copies of the photos and captions

e.    Relevant publication (hard copies)

4.  Ethical plan: Management/ Consultant team are required to set out their approach to ensuring complete compliance with international good practice regarding ethics and protocols, particularly with regards to safeguarding children and vulnerable groups. Consideration should be given to:

• Administrative, technical, and physical safeguards to protect in the event and;
• Data protection and secure maintenance procedures for personal information.

5.  Timeframe

The duration of the service contract will be from 20 December 2022 to 20 January 2023. The closing workshop will be a half-day (4-5 hrs) event tentatively on the Second week of January 2023.

6.  Selection criteria

• Strong track record of organising workshops, conferences, and meetings for the international development organisations;
• Strong experience in audio-visual showcasing, management of virtual and in-person events;
• In-depth understanding of all logistics and protocols needed to ensure smooth event management and implementation;
• Excellent event and project management skills, with experience in the coordinating across units and institutions;
• Initiative and innovative energies with the ability to deal with rapidly shifting priorities and work demands;

7.   Reporting and coordination

The event organizer will report to VSO ENGAGE’s Consortium Project Manager and work closely with the procurement team.

8.   Application Procedure

• Consultants (individuals/firms) are required to submit the following:
• Letter of interest
• Technical proposal which includes objectives and method with detailed timeline.
• CVs of professional personnel proposed for the assignments.
• Financial proposal with detailed breakdown of expenses.
• Copy of Company registration certificate
• Copy of PAN/VAT registration certificate.
• Previous FY Tax clearance certificate of FY 2077/78 and tax extension certificate of recent FY 2078/79 or tax clearance certificate of the latest FY 2078/79 if possible and you have already obtained.
• At least 2-3 sample of previous work (individual or firm) in line with the technical and creative requirements of this assignment. (Attachment needed).

Proposals must be submitted to an email: Procurement.nepal@vsoint.org by 5th December 2022.