On-ground Event Partner

Who We Are

Girl Effect is an international non-profit that builds media that girls want, trust and need.From chatbots to chat shows and TV dramas to tech, our content helps adolescent girls in Africa, and Asia make choices and changes in their lives. We create safe spaces for girls, sharing facts and answering questions about health, nutrition, education, and relationships, empowering girls with the skills to negotiate and redefine what they are told is possible “for a girl”.

Our reach is 50 million and counting, and we use technology to reach girls at scale so every girl can choose to be in control of her body, health, learning and livelihood.

Because when a girl unlocks her power to make different choices that change her life, it inspires others to do so too. She starts a ripple effect that impacts her family, community, and country.

That’s the Girl Effect.

The Brand

Chhaa Jaa (Go Forth and Shine) – a powerful, youth brand co-designed with girls in India

In June 2019, Girl Effect launched Chhaa Jaa (छा जा) –an online youth brand inspiring, entertaining and empowering girls with the right skills and confidence to navigate adolescence – from providing accurate information about sexual and reproductive health, encouraging conversations around mental wellbeing, to building girls’ confidence to access services as and when they need it.

Chhaa Jaa is aimed at girls aged 18-24 with internet access. Usually, this is through shared devices or even highly monitored owned devices. Chhaa Jaa is designed for girls and women across the Hindi- speaking states in India, with Hinglish as its core language of communication.

Chhaa Jaa consists of multiple products that cater to her needs and ensures that our audience is reached, effectively and efficiently, where she already spends most of her time –

• Digital media content that girls can access on Facebook, YouTube and Instagram that is both entertaining and informative. Characters and storylines have been developed with girls and are designed to reflect their lives and the challenges they might face;
• An online, moderated peer-to-peer community (Bak Bak Gang) which acts as a safe space for girls 16 and above years of age to discuss sexual and reproductive health concerns, interact closely with Chhaa Jaa’s content, explore the themes and topics that are relevant for them, and apply what they’ve learnt to their own lives;
• A chatbot (Bol Behen) that offers a private way for girls to ask questions about the themes and topics raised by Chhaa Jaa content and safely get information.
• A website (www.chhaajaa.com ) that is being built into a youth-friendly service directory for easy access to services and products – both online and offline – to help girls improve their sexual and reproductive health (SRH), mental well-being (MW) and economic empowerment (EE) from getting the right information about their bodies, booking doctor consultations, accessing online skilling courses, opening up on their mental wellbeing and career guidance, to name a few.

Campaign Context

Chhaa Jaa has launched 3 campaigns since 2019 towards behaviour change among girls with respect to their sexual and reproductive health. We have brought girls together on a journey over three seasons. To help them understand the importance of contraceptives, holding and chasing their dreams and most importantly, the timely advice from doctors.

In the upcoming season, we want to help change the narrative around healthcare-seeking behaviour in our Adolescent Girls and Young Women (AGYW) from being reactive to being proactive. We want to help drive and encourage positive behaviour changes around SRH, which include:

1. Adolescent girls and young women (AGYW) access sexual and reproductive health services either online or in-person every time they face a gynaecological issue (including for STIs)
2. Adolescent girls and young women (AGYW) get a prescription for oral contraceptive pills or access Prev, a pill subscription platform, while continuing to use condoms (consistently at every sexual encounter – including with regular, trusted and long-term partners)

This will be achieved through role modeling, providing clear and accessible information and nudges, offering her fundas/mantras, encouraging positive affirmations on her resolve and timely calls -to- action. This campaign’s key messages will be delivered through 4 video formats & through our chatbot Bol Behen.

The on-ground event is an important part of this campaign. They will help us build trust and resonance with the girls and provide them with an immediate way to connect with this information, the conversations around it, and services. Additionally, we are cognizant that girls and women do not exist in a bubble. Everyone around her, including men and boys, has the potential to reinforce or challenge gender inequality. As gender equality is about transforming unequal power relations between men and women, engaging men and boys is a crucial to advancing this agenda. Through our different research moments, we know that adolescent girls and young women in India, regarding their specific SRHR needs concerning contraception, sexual curiosities or abortion, rely on their male partners to fulfil them. They are their first point of contact, and hence, it becomes essential that we include men and boys in this conversation. Hence, for this event, we would like to have a mixed audience of girls and boys during the event, ensuring that we create a safe space for everyone to participate.

The Brief

Through our various products and formats, we have observed and documented the sense of clarity and freedom girls feel when they find spaces to speak to each other openly. However, these have been limited to our digital platforms until now.

We want to test an on-ground event (‘hotspot model’) which incorporates an element of touch and feel for our brand products and partner service providers, thereby enhancing relevance and trust while also contributing to the uptake of services amongst girls. With this CJ on-ground event, we want to replicate the ethos of our digital products & create a tangible on-ground platform (IP) that will help create a more immersive experience for ‘Sangeeta’ our audience.

The theme of the event:Normalizing Conversations around healthcare for AGYW with Service Uptake as the Key Performance Index.

We intend the overall look & feel for this event to resemble local/community ‘Melas’ or exhibitions with a little bit of everything – from a mix of art, music, talks, theater, and F&B. Essentially, we want it to be a celebration of everything related to healthcare but centered around Sexual & Reproductive Health (SRH).

Size of event/Total participants:

We want the event to be attended by 250 AGYW and 100 ABYM (married & unmarried, between the ages of 18-24) . For this, the following is the conversion funnel that we are aiming for through the marketing efforts:

• 1000 – Sign up/RSVPs (data collected)
• 500 – Enter Venue
• Minimum 150 participants per activity
• 250 attend from beginning to end

Safeguarding requirements

Safeguarding young people is a top priority for all Girl Effect activities. Since this is a physical event involving a mixed audience of boys and girls, there need to be additional safeguarding measures in place to ensure that the event is a safe space for all involved. Girl Effect always adopts a collaborative approach towards safeguarding with its partners. This includes:

• Crowd Management: Capacity for trained staff members to be present at the event to ensure the safety and well-being of all participants.
• Reporting and Response: Manned stalls/booths set up to support young people in case of a safeguarding incident (reporting unwanted behaviour and all forms of harassment)
• Public Messaging: Setting up systems to emphasise safeguarding messages and report incidents; this includes fliers with contact details and code of conduct; setting up a PA system for important announcements.
• Risk Mitigation: Conducting active risk assessment of the venue on parameters including accessibility, fire safety and exits, public transport accessibility, and accessibility for people with disabilities.

Description of the Event

• Event Location**:** Indore/Delhi
• Event Duration:4 – 4.5 hours
• Event Timing: 2 pm-6pm IST
• Event Flow:This will be a one-day event, with a cap of four and a half hours considering that our audiences might struggle with curfews and other travel/familial restrictions. We’ve outlined an indicative draft of activities and flow for this event below.

Please note: This flow is subject to modification as per the final venue, location and other logistics.

• Activity Flow:

  • Gates open – 2 pm
  • Stalls (including CJ stalls) + Nukkad Natak 2 pm / 2:45-3 pm (Nukkad Natak)
  • Activity 1 (Poetry + Spoken word) 3:15–3:45 pm
  • Break (Stage only) 15 min
  • Activity 2 (Stand up) 4-4:45 pm
  • Break (Stage only) 15 min
  • Activity 3 (Girl Adda) 5-6 pm
  • Close of the event (CJ Brand Plug) 3-5 min

• Activity Breakdown:

• Nukkad Naatak – 15 min

  • We would like to start the programming with a street play, a Nukkad Naatak, with an all female cast. The plot/topic for this can revolve around the benefits of accessing healthcare services through telemedicine or the cons of ignoring health issues and not getting doctor consults.
  • Objective: Shifting perspectives around healthcare by addressing outcome expectations (for instance, the outcome of visiting a doctor in a girl’s mind tends to be negative largely, changing this perspective so that her expectations are empowering, not limiting)

• Poetry/Spoken Word – 30 min

  • This half an hour long segment will be a coming together of storytellers and poets, using their art to provoke emotions and spark conversations around sexual and reproductive health in the audience. These pieces can talk about:
    • Uncomfortable experiences with gynecologists in small town India
    • Lack of agency even over one’s own body
    • Hesitation around taking care of own needs (khuddari vs. khudgarzi)

• Objective: Addressing norms around agency and identity through social comparison

• References: Tape A Tale, Unerase Poetry, Your Voice

• Stand up – 15 – 20 mins before Girl Adda

  • We would like to program a small 15-20 minute stand-up session before transitioning into the next segment. If the host for Girl Adda is a stand-up comedian, that route would be preferred; if not, we can program in 2 acts that do 5-minute stand-up bits. We could even add an open mic element to this. Once again, we will ask the comedians to perform bits that are related to being a young woman in India.

• Objective: Addressing norms around agency and identity through social comparison

• Girl Adda – Live (1 hour)

  • Girl Adda is a roundtable-like platform to have a more intimate and real conversation on this campaign’s topics by bringing together ‘Sangeetas’ (our audiences) reflecting on their struggles in everyday life, talking about how they navigate through them with respect to Oral Contraceptives Pills and telemedicine. This section will be recorded as episode 4 of our Girl Adda show and published on our YouTube channel.

• Objective: Enabling a participatory public discourse through modelling

• Brand Introduction (3-5 minutes):

  • We will wrap up the event with an introduction to CJ’s ecosystem and its products. We will briefly introduce CJ, thank the participants, and point them to our stalls for more information.
  • Objective: Establish a brand presence and identity with the attendees.

Venue:

We are looking at various venues like colleges, community halls, town halls or auditoriums, boutique cafes or hotels that can accommodate an event of similar scale and magnitude. Some other considerations to be taken into account while choosing a venue would be:

• Capacity to create at least two distinct zones (Stage & Service Access Area)
• Feels welcoming (and safe) for AGYW to discuss otherwise taboo topics

Service Access Area:

The Service Access Area would have stalls for our partners, brand Chhaa Jaa, and its products. The tentative list of stalls is below:

1. Medibuddy
2. Prev
3. Chhaa Jaa Bazaar
4. Bol Behen Stall
5. Chhaa Jaa Branding Selfie Station

Agency deliverables:

You will be responsible for the end-to-end production and the execution of a physical event, including but not limited to:

1. Finalizing the Venue: To scout and finalise on a venue that adheres to our audience’s safeguarding policy and safety.
2. Permissions & Permits: Acquiring all the necessary municipal & government permits for location, noise, safety etc., required as per the city/state rules and policies. This will be for the permit and anything else we might need permits for in the event.
3. Decor/Look & feel: Packaging the event in a creative & sensitive manner using acceptable issues like healthcare, family planning etc., as themes to pull audiences without ruffling conservative beliefs of the society to ensure we achieve our target size for the event. This will be designed in collaboration with the CJ team.
4. Activity Design: Working with the Chhaa Jaa team to break down and design activities perfectly. Including and not limited to bunting & decorations, props, stage set-up etc., that will be required for each activity, stalls and the event overall.
5. Stall Installations: Making provisions for and ensuring the physical set-up of stalls, roughly 5-10 units.
6. Coordination: The event company will be in charge of logistics, physical set-up, coordination of artists, ticketing, entry, security, and safety.
7. Contracting: of people who will be performing at the event (comedians, storytellers etc).
8. Local Promotions: Radio interventions, OOH, TV, local newspapers etc.
9. F&B – This should include the cost of providing water and basic food to all attendees. We will not be charging visitors for this.
10. Report – Provide a post-event report with breakdowns of attendance statistics.

Intended Timeframe

• Terms of reference published: — July 3 2023
• Deadline for responses: — July 17 2023
• Supplier selection, contracting and briefing: — End July
• Project commencement: — August 2023
• Event Date: 8th October

Who You Are

Experience/Skills

• Expertise in organizing various types of events, such as conferences, trade shows, corporate events, product launches, weddings, charity events, and social gatherings, but especially community led and/or participative events.
• A diverse clientele for different industries, such as corporate clients, non-profit organizations (preferred), government agencies, and private individuals.
• Have produced events at different scales, ranging from small intimate gatherings to large-scale conferences or festivals.
• Showcase unique event concepts, innovative ideas, and creative solutions implemented.
• Provide key metrics, achievements, and success stories from past events.
• Highlight the agency’s team members, their experience, and expertise. Showcase their qualifications, certifications, and any notable industry affiliations.
• Showcase the agency’s ability to manage complex logistical aspects seamlessly.
• If the agency has a focus on sustainability or social responsibility, highlight any events or initiatives that showcase their commitment to these values.
• Have contacts in Indore.

Reporting

This engagement will be managed by GE’s India Content Lead and the create team – who will work with the consultant to ensure its timely and thorough execution.

Proposal Submission

Interested firms are asked to submit the following to support their candidature (Max 5-10 pages):

Technical Proposal

• Your understanding of the brief and why you feel you are well-placed to advise us on this
  • Showcase any previous relevant work experience
  • Provide a minimum of three recent examples of success in large/Medium-scale event planning
  • Intended approach, plan, capacity, competence, and other relevant information on the ability to successfully deliver on this.
• Contact details of three referees that can attest to the scope and magnitude of similar assignments
• Include a brief statement about any key relationships, business or personal, that you, your company/team has that they believe might bring value (sponsorships, media exposure, access or otherwise) to achieving the event’s objectives.
• Ethical plan and safeguarding young people: Girl Effect is committed to ensuring that the rights of those participating in the event are respected and protected per our Global Safeguarding Policy. The consultant team should set out their approach to ensuring complete compliance with good international practices on ethics, data protection and safeguarding during the event. Specifically, the consultant shall explain how appropriate, safe, non-discriminatory participation of young people wil be ensured. Also, explain how ‘do no harm’, confidentiality and data privacy of young people will be guaranteed. An ethical approval is required by the Government for this event. Consideration should be given to:
  • Administrative, technical, and physical safeguards to protection in the event and;
  • Data protection and secure maintenance procedures for personal information.

Financial Proposal

• Please include a budget that provides for all anticipated costs and fees associated with

planning and executing the events.

• All actions and anticipated expenses should be itemised with all rates for services included.

Evaluation Criteria

The criteria against which proposals will be evaluated are listed below:

• Technical Evaluation

• Understanding and interpretation of the TOR (Short note explaining why you will be best suited for this) – 10%

• Qualification and experience – How your experience is relevant to the assignment – provide concrete examples – 25%

• Organisational capabilities – Intended approach, methodology, plan, capacity, competence, portfolio, and other relevant information on the ability to deliver the event successfully -25%

• Ethical Plan- Data Protection and Safeguarding- 10%

• Financial Evaluation

  • Value for money/proposed budget breakdown – 30%

Technical and Financial proposals will need to be submitted as separate documents. Financial bids will not be opened until the technical evaluation and then only for those proposals deemed qualified and responsive. If selected, prepare an inception report detailing the plan for preparation, execution, and completion of the conference.

Please note that Girl Effect is not liable for any cost incurred during the award/contract preparation, submission, or negotiation of the award/contract. All submitted documentation and/or materials shall become and remain the property of Girl Effect.

VALIDITY of the proposal shall be for 90 days from the date of bid closure

Payment Terms

The Consultant will invoice Girl Effect for the work done. Payment terms are 30 days within invoice receipt, subject to approval from Girl Effect.

• Monthly fixed fees, Invoice after each deliverable and time and expense.
• The professional fee quoted by the consultant shall be valid for the entire contract period.
• Statutory Taxes will be paid at the prescribed rate during the contract period.
• TDS will be deducted as per prevailing rates prescribed in the Income Tax Act from all payments made by GEEI.

Equal Opportunities

Girl Effect is committed to equal opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender, gender identity or expression. We are proud to be an equal opportunity workplace.

We are committed to building an organization that is truly representative of the communities that we serve. To this end, due regard will be paid to procuring consultancy services of organizations and individuals with a deep understanding and experience of our programming markets and with diverse professional, academic and cultural backgrounds.

Safeguarding

You may be required to undertake safeguarding checks. Shortlisted consultants will be assessed on our organizational values at the interview stage, and the successful consultant will be expected to adhere to our safeguarding policy. We encourage you to read and understand our safeguarding policy, the executive summary of which can be found here. We have zero-tolerance for all forms of violence against children and young people, beneficiaries and staff.

Disclaimer

GE reserves the right to determine the structure of the process, the number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party. GE shall inform the ONLY successful applicant(s). The process of negotiation and signing of the contract with the successful applicant(s) will follow.

How to apply

Please submit proposals, as described below, to [email protected] by — 17th of July 2023 latest. Please clearly mark your email with the subject ‘Agency for On-ground event for Chhaa Ja”

Prospective respondents with questions regarding this RFP may submit their enquiries to the same address provided by 7th of July 2023 EOD..