Event Planner

Location: Plan International Jordan office

Plan International

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

Plan’s strategy is to work with vulnerable children and especially girls so that they can learn, lead, decide and thrive. Within the strategy we have an ambition to transform the lives of 100 million girls. Child sponsorship and grassroots community work are central to our strategy and achieving this ambition.

Plan strives for a just world that advances children’s rights and equality for girls, and we motivate our people and partners to:

• Empower children, young people and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability;
• Drive change in practice and policy at local, national and global levels through our reach, Experience and knowledge of the realities children face;
• Work with children and communities to prepare for and respond to crises, and to overcome adversity;
• Support the safe and successful progression of children from birth to adulthood Plan’s vision is of a world in which all children realize their full potential in societies that respect people’s rights and dignity.

Plan International began operating in Jordan in 2016 to address the biggest inequalities and violations of children’s rights. And in 2019 Plan International Jordan (PIJO) developed its first five-year Country Strategy which will guide the country office to program and position itself to:

– Empower children, young people and communities;

– Make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability;

– Drive change in practice and policy at local, national and global level through its reach, experience and knowledge of the realities children face;

– Work with children and communities to prepare for and respond to crises and to overcome adversity; and

– Support the safe and successful progression of children from birth to adulthood.

Purpose of Event Planner

For the occasion of International Day of the Girl, we at Plan International are hosting a MENA Regional Girls Summit. The Summit will provide girls with the opportunity and space to discuss, exchange views, network and participate in discussions with stakeholders from the UN agencies, Leagues of Arab States Members, INGOs and others. This will enable girls to establish a common dialogue that can help foster cross-border initiatives and campaigns on issues and challenges that cut across communities with shared traditions, values, and religious practices. The summit will also act as a common space for agendas to be set by girls on issues impacting their lives, and will foster the development of roadmaps that can highlight action plans that will enable the joint exploration of strategies that will allow them to determine their own future, and lead on a shared vision for gender equality.

Consultant will be expected to coordinate and support the logistics arrangements of the event and coordinate and manage production of visibility material as well as photographer and videographer.

Event will run for three days in mind October.

Costs

The total costs for the event planning of the summit will be based on this TOR and scope of work. The proposed budget should include all eligible costs, including VAT, required to undertake the assignment after reviewing and approving the final product in soft copy.

Duration and Timeline

The contract will be for the duration of three months (July till October).

Expected outcomes

The company is expected to deliver on the following requirements (deliverables maybe adjusted to fit criteria if needed):

IMPORTANT:

• ALL ITEMS ARE TO BE TREATED SEPARATELY AND MAY BE SUBJECT TO CHANGE. QUANTITY OF ITEMS MAY ALSO BE SUBJECT TO CHANGE.
• FULL PRICE BREAKDOWN FOR EACH ITEM MUST BE PROVIDED (AS DETAILED AS POSSIBLE)
• PER EXPERIENCE AND AS PER SIMILAR EVENTS, KINDLY ADVISE OR PROVIDE ANY ADDITIONAL ITEMS THAT MAY BE BENEFICIAL OR NECESSARY FOR THE EVENT WITH ITEMIZED PRICING BREAKDOWN ETC. AS AN OPTIONAL ADDITIVE.
• ADVISE QUANTITY OF ITEMS DEPENDING ON EVENT WITH APPROXIMATELY 200 GUESTS

Item

Description

Quantity (Subject to change)

1

Stage

Metal stage and cover (3.5 m x 12 m)

1

2

LED Screen

Total of 33 m LED Screens

High Quality P3 LED screens

1

3

Sound System

Sound system 6 speakers, mixer and technician to cover the Area of 120m x 80 m, including, podium MIC, 4 Wireless mics, 1 clip or head mics

1

4

Interpretation system (including booth, transmitters, cabling, and technician)

Interpretation isolated booth, center unit, console for booth, transmitter, radiator, extra interpretation isolated booth with interpreter console, 100 receivers headset

1

5

Interpreters

Professional interpreters Arabic/English vice versa (normal agenda day 8 h, including 6 h working)

2

6

LAS building lightning

Installation full lightening of the three sides of LAS building, including transportation, manpower technician, cables and manpower

1

7

Light System

Event Light System includes back and front white blender, moving spot light

1

8

High tables

High tables

9

High chairs

High chairs

10

Centerpieces

Centerpieces for the hi tables includes; flower runners

11

COVID-19 Sanitizer

1L sanitizer gel

10

12

Panel discussion chairs

Leather chairs

8

13

Publications stand

Wooden Stands for Publications (rental)

1

14

Photographer

Professional photographer to cover the event minimum 200 hi res photos

1

15

Videographer and video production

Production of a hi res video highlighting the event

Production includes: editing of footage, colouring and sound editing/mixing, Music (including third-party music if needed).

Length: 2.5 min

Deadline for delivery: final cut to be delivered one week following event

1

16

Invite design

Design and printing of invite

100 printed invite

17

Backdrop banner

Design of electronic backdrop banner to be screened on the stage screen

1

18

Co-branded media wall

Media wall with Plan International and partner logos

Specs and size: wood , vinyl, full color printing, 2.5 x 3m

1

20

Roll-ups

Design and printing co-branded roll ups (one Arabic and one English)

Size 0.85 x 2 m

12

21

Bilingual Flyer

Design and printing of bifold bilingual (English and Arabic flyer

Size and specs: A4 opened – A5 folded

couche paper, 350 gm, rigga, cellophane matt on one side

100

22

Catering

Catering for 100 participants with finger foods, water, soft drinks and fresh juices.

200

23

Label nametags with lanyards

To identify guests

200

24

Photography props

Items such as a hashtag and frame poster prop board

2 of each

25

Media Coverage

Coverage from different local media outlets. I.e. Jordan TV, Roya TV etc.

26

Ushers

To guide guests and ensure event is running smoothly

Suggest for 200 guests

1. Undertake visit to the event location to ensure adequate venue space;
2. Suggest the setup design;
3. Ensure the measurement for the production items;
4. Sharing and ensure obtaining Plan International preapproval for all proposed designs; and
5. Multi Pre-testing for sound and visuals equipment.

Ownership

All documents, project designs, drawings, technical data, filmed and photographed material and other information shall remain the property of the Project and shall be treated as confidential by the consultant(s) at all times. They shall not be made available to any third party whatsoever, in any form, without the prior written approval of a properly authorised employee of Plan International. The utilisation of all proposals, plans and reports and other information provided by the consultant(s) to Plan International is the property of Plan International and the use thereof is solely at the discretion of Plan International. All documents and other papers, whether in soft or hard copy and whether containing data or other information, provided by Plan International shall be returned complete to Plan International upon completion of the assignment. All documentation and reports written during and/or as a result of this study, or otherwise related to it in any way, shall remain the property of Plan International and no part shall be reproduced or quoted, or otherwise used in any way except with the prior, express and specific written permission of authorised employee of Plan International.

Ethical and child protection considerations

The assignment will require the consultant to interface with children and therefore the consultant is required to provide a statement on the respect and protection of child rights, human rights and dignity of participants compliant with Plan’s Child Protection Policy.

The consultant shall read and sign Plan’s child protection policy (CPP) as fully understood and in agreement to in all respects and shall follow this in all and every respect during the term of the consultancy.

How to apply

Interested consultants should submit separate sealed envelopes for the following required documents to the contacts mentioned below:

1. Technical:

1. Company/consultant bio, and details on the proposed work plan

2. Financial:

a) An itemized and detailed budget, indicating the unit costs for producing the deliverables.

b) All costs must be expressed in Jordanian Dinars

3. References and contact information:

1. Names, addresses and telephone numbers of representatives of two organizations that will act as professional referees; these must be persons of managerial responsibility at the level where such reviews as these can be authorized.

4. Company/ Consultant Portfolio and 2 specific examples of relevant work.

Application

Offers must include the aforementioned requirements

Subject Line: IDG Event Planner.

Email: [email protected]

Phone Number:

+962 770 42 86 08

+962 775 44 94 94

+962 776 11 77 55

Reference and background checks will be performed for successful candidates including clearance on child-related offenses in conformity with Plan’s Child Protection Policy. Only shortlisted candidates will be contacted.

تعلن منظمة بلان انترناشونال عن طرح العطاء التالي بالظرف المغلق والمختوم:

-عطاء رقم (003/2022) للتعاقد مع شركة تجهيز مؤتمرات حسب المواصفات المطلوبة.

شروط التقدم للعطاء:

1. يجب أن يكون المتقدم للعطاء من ذوي الخبرة السابقة والكفاءة العالية وارفاق ما يثبت ذلك.
2. لجنة العطاء غير ملزمة بقبول أقل الأسعار في حال عدم الالتزام بالمواصفات المطلوبة.
3. على من يرغب بالمشاركة في هذا العطاء:
   • ارسال ايميل ابداء اهتمام على البريد الالكتروني لمنظمة بلان ليصلك رابط تحميل نسخة العطاء، يرجى كتابة النص التالي في خانة الموضوع (003/2022 TENDER)

البريد الالكتروني للمنظمة: [email protected]

1. آخر موعد لتسليم ظروف العطاء المكتملة والمغلقة والمختومة في مقر منظمة بلان انترناشونال المذكور أدناه وبموعد أقصاه أقصاه 27/07/2022 من الساعة التاسعة وحتى الساعة الثانية ظهرا.

العنوان: الطابق الخامس – (60) عمارة شيركو – شارع عصام العجلوني – الشميساني – عمان – الأردن

*** يرجى العلم بان هذه النسخة مجانية ***

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/ (0775449494) (0776117755) /(0770428608)