Events Planner Consultant 98 views1 applications

. Introduction

Oxfam’s vision is a just world without poverty. We want a world where people are valued and treated equally, enjoy their rights as full citizens, and can influence decisions affecting their lives.

Our purpose is to help create lasting solutions to the injustice of poverty. We are part of a global movement for change, empowering people to create a future that is secure, just, and free from poverty. We save lives and help rebuild livelihoods when crisis strikes; and we campaign so that the voices of the poor influence the local and global decisions that affect them. In all we do, Oxfam works with partner organizations and alongside vulnerable women and men to end the injustices that cause poverty.

Oxfam seeks to transform into a truly global network and strengthen the voice, influence and power of southern partner organisations to create a democratic, inclusive and equal world together. To reflect this change, Oxfam International (OI) moved its Secretariat headquarters to Nairobi, Kenya in 2017. As one of the ways to effectively balance power between the north and the southern hemisphere, OI internal and external meetings and events are increasingly being held in Nairobi and in other southern locations.

2. Purpose

To strengthen and complement the Nairobi office capacity, OI would like to contract an event planning consultant to support board meetings coordination and execution. The consultant will support the upcoming Board meeting in Sept 2019 for approximately 40 people from almost as many different locations in the world. Much of the preparation work done will involve virtual working.

The shortlisted consultant will be comfortable working with tight budgets and timelines to deliver a smooth-running and effective event. She/he will arrange participants’ travel requirements, logistics, communications support and event execution with the overall aim of a successful event. She/he will be highly professional and have strong communication skills and broad experience in working with multi-cultural groups to deliver successful events. While delivering services to and for OI, the event planning consultant and other staff/contractors that she/he chooses to work with, will work within Oxfam fundamental beliefs and values including:

i. The Oxfam core values of empowerment, accountability and inclusiveness.

ii. Appropriately and responsibly use the funds, resources and properties entrusted to Oxfam in a responsible and frugal manner.

iii. Ensure the safety, health and welfare of Oxfam staff, guests, and all people engaged in the planning and execution of the event.

iv. Ensure highest standards of professional conduct.

v. Deliver effectively within the agreed timeframe, in the agreed manner in as simple as possible approach.

3. Scope of Work

The service provider will prepare and manage the meeting, conference or event including: budget, logistics, delivery on timelines, venue, relevant suppliers, hire of equipment, hire and delivery of services of translators, a Master of Ceremonies and or rapporteur (where needed), photographer and planning of any other resources required to make the meeting a success.

A). Activities prior to the event, in liaison with the OI team:

i). Logistics and Administration

Work with the Admin/Finance/Procurement/HR teams to:

o Obtain Visas from Nairobi for nationalities where this is required,

o Confirm that all guests have their accommodation, airport transfers, and other transport needs taken care of,

o Arrange or coordinate (as required) the engagement of other service providers or consultants such as translators, Master of Ceremonies, Speakers,

o Arrange or coordinate (as required) the procurement of the venue, meeting packages, equipment, transport needs, stationery, printing of branded materials/banners, stationery and other supporting materials,

o Confirm availability of functioning technology such as projectors, sound equipment and Wi-Fi.

o Develop and coordinate lists from the logistics planning outcomes,

o Ensure all items for procurement and participants confirmation are concluded at least 2 weeks before the event.

b). Communication

o Work with the task force team and actively participate in internal and external meetings, as required,

o Develop and coordinate a check-list of all activities needed and communicate progress,

o Follow up on the agenda, pre-reading materials, list of delegates, speakers, among others,

o Make invitations and confirm participation with invitees, speakers, other service providers and consultants prior to the event, and send out information packs to all confirmed participants.

o Daily update on the progress status to the meeting owner and keep all relevant parties informed on the issues and challenges faced for further solutions/decisions.

b). Conference Venue Arrangements

o Arrange and ensure all meeting rooms (for plenary and thematic break-out sessions) are arranged and ready for the meetings as required (as per the agenda or schedule);

o Ensure all required audio-visual equipment and wi-fi is available in all the rooms as required;

o Ensure light catering (coffee/tea stations) as well as service maintenance are promptly available as would be required for all equipment/services and facilities in and around the meeting rooms;

o Arrange for participants’ registration on site and set up a secretariat room with adequate staff if/as required;

o Design and make up name tags/badges for all participants, speakers, etc;

o Support the preparation, production and efficient distribution of materials that will be used at the conference.

B). Activities during the event:

Oversee logistics during the forum, including the following tasks:

o Register and welcome participants and provide support on request,

o Consolidate and harmonise slides and presentations from speakers as required ensure smooth flow of the presentations.

o Prepare and administer the venue and meeting package including meals, meeting stationery, place banners and other branding material, public address system, and distribute documentation and other materials required for the meeting,

o Liaise with and coordinate all stakeholders under the direction and supervision of the meeting owner,

o Daily update on the progress status to the meeting owner and keep all relevant parties informed on the issues and challenges faced for further solution/decision,

o Arrange note taking where requested, and ensure the records are made,

o Ensure evaluation documentation of the event is collected and analysed

C). Activities after the event:

i. Pack all remaining materials and return to the OI office or as advised by the meeting owner,

ii. Provide final reports on the event preparation and execution process; notes, pictures and outcomes from the event; and include areas for improvement for future meetings. Ensure these are accessible in a shared Box Folder,

iii. Ensure all invoices from the service providers have been received and have the correct details.

4. Oxfam Obligations

The Client, Oxfam International, will provide information relevant to the event to facilitate the work of the service provider, such as expectations, relevant contacts, details related to budget, special preferences, and other information which is critical to the success of the event.

5. Experience and qualifications

The successful bidder will prepare an application pack that includes/shows:

o Reference to recent experience in organizing similar meetings, conferences or events;

o Relevant experience working with similar organisations or institutions

o An updated portfolio or business profile with relevant work experience and qualifications,

o At least two recommendation letters from previous clients

o A proposed formula for service delivery pricing