TERMS OF REFERENCE (TOR) FOR THE PROVISION OF EVENT MANAGEMENT SERVICES

BACKGROUND

Founded in 2006, The Network of Lawyers of Hope in Rwanda (LOH) is an association of Christian Lawyers legally registered in Rwanda as a Non-Governmental Organization with the Legal Personality no95/08.11.

LOH is committed to defend the cause of the poor and needy, and to reach out to the most vulnerable members of our society; in particular Children, Women and other needy people to seek justice and well-being on their behalf and share with them Christ love and compassion,

In partnership with the Advocates Africa( Advocates Africa is a network of Christian lawyers, judges,prosecutors and law students in Africa with the main aim of “Doing Justice with Compassion” ).LOH during the convocation in Mombasa 2018 was appointed to host the Advocates Africa conference in 2025

It is from the above background that LOH is looking for a competent event management company to Support the organizational of the Advocates Africa conference activities that will take place in august 2025

Application Deadline: August 27^th F 2024

Languages Required: English

Starting Date: immediate

Objectives:

Organize all the Advocates Africa conference activities

Responsibilities of the event management company:

• Selection of venue and venue set-up 
• Propose the ICT requirements based on the event scale
• Propose the visibility items and options based on the event scale
• Press and printing options
• Arrange the photographer and videographer to cover the event
• Report writing and technical documentation. .
• Selection of accommodation based on the event scale requirements
• Basic administration support to run the events
• Travel arrangements based on event requirements
• Resource management to support the event

Scope of work:

The service provider should provide full fledge event management support ensuring smooth logistical preparation and execution. The service provider will work closely under the overall supervision of the National Coordinator.

Administrative services:

In line with the program requirement, Event Management to ensure that the quoted offers to meet the minimum specification requirements for accommodation, venue, catering, equipment, list of participants, confirmations, invitations, folders for participants, name tags, pick-up banners/materials from LOH, etc.

Service support during events: 

• Timely arrange an event consumable: participant folder with stationery and materials, name tag, setting banners, etc.

• To arrange participants' registration to the event, including (a) staffing of event reception/registration desk; (b) monitoring of and reporting on actual attendance at the event.
• Appoint one of their employees as a focal point and another one as an alternate focal point for coordination and communication from the beginning till the completion of the event.

• To provide services for copying and printing of materials as well as technical support, including IT support and narrators/translators (English/French) where needed, coordination with venue management throughout the event and ensure that all requirements are provided and arranged on time and as required,

• To arrange the service/help desk in the venue of the event to reply to participants' requests/needs and assist them during the event. it should provide full-day administrative support to the participants in the event; ensure that there are people at the service desk who have English/Frenchspeaking skills to facilitate communication with the participants and who are up to date with the latest arrangements on the event.

Accommodation services:

• To accurately advise of deadlines and other relevant information every time to avoid cancellations of bookings.

• In the event the requested accommodation services cannot be confirmed, notify on time of the problem and provide, where possible, alternative quotations for consideration.

Conference halls (venue) rental services:

• Provide conference secretariat with a fully equipped set of Laptop, multifunctional color printer, photocopy, scanner, and stationeries.

• Make provision for simultaneous interpretation from English to French or vice versa.

• Arrange live streaming of event.

Travel arrangement:

• Coordinate and confirm participants and local travel and international
• Airport pickup and drop including protocol arrangements for Very important people, including arrival and departure at the airport.

Photo/video services:

• To provide photo and audio/video documentation and make a production of the photos and audio/video as requested.

• Within the day or during the event to provide the best quality photo.

Documentation

Event report writing and technical documentation

Deliverables:

Technical report is to be submitted within two weeks after the completion of the event.

Report:

A detailed report on all assignments covered including locations and assigned supervisor details.

Financial

Bidders are required to submit financial proposals which are fixed and firm price for conference management. The financial evaluation will be based upon the full total price submitted.

Qualifications/Competencies:

The Events Management company must have prior experience in the following:

• At least 4years of experience in events management and support (design, organizing, managing, and implementing high-level national & international conferences/ events for at least 120 participants
• Proven expertise in graphic design, animation and branding of high-profile events including the development and placement of event branding materials in the venue.
• Proven track record in successful organization and management and content development of physical events such as conferences, round table debates, etc
• Documentation to demonstrate that the Event Management company meets the qualification requirements should be provided.
• Organizational/company profile with brief description of the organization, institutional capacity and an outline of recent experience in providing events management services.
• Minimum 2 proofs of recent experience in managing large scale national / international events. Proofs should include information on event profile, budget, audience type), events management services provided, a concept design for the event, and team structure that supported the event management.
• Minimum 2reference letters from recent clients for large-scale events with a minimum of 120 participants
• Event manager – over 4years of proven experience designing and executing events, conferences, and virtual tours.
• Excellent administration, organizational and time management skills.

Excellent teamwork and participatory process skills.

How to apply?

If you are interested in taking on this assignment, please send the required document to lawyersofhoperecruitment@gmail.com not later than August 27^th 2024 @4pm

After submission, the applications will be reviewed. only selected company will be notified for interview.