Scope of Work

The selected event management company shall provide all services necessary for the professional and successful implementation of the event.

Event Planning and Coordination

The company shall:

Develop a comprehensive event implementation plan in coordination with Etijah and the EU GREEN team.

Develop a detailed event timeline and run-of-show based on the approved agenda.

Coordinate all logistical aspects of the event before, during and after implementation.

Coordinate with the venue and all relevant suppliers involved in the event.

Conduct site visits and coordination meetings as required.

Coordinate the event setup and ensure that all preparations are completed prior to the event.

Develop a detailed production and technical schedule.

Coordinate and conduct a technical rehearsal prior to the event.

Assign an experienced event manager to oversee the overall implementation.

Provide sufficient event and production staff to ensure smooth event delivery.

2. Venue and Event Setup Management

The company shall be responsible for coordinating and supervising the complete setup of the event venue, including:

Coordination of the stage and seating arrangement.

Coordination of the registration and reception areas.

Coordination of the placement of event branding and visibility materials produced under the separate production contract.

Coordination of directional signage and guest-flow arrangements.

Coordination of the exhibition and display areas.

Coordination of the media wall and photography area.

Ensuring that all event areas are properly prepared before guest arrival.

Supervising the dismantling of temporary event installations following the event.

Coordination of Podium

The company shall ensure that the overall setup is professional, coherent and appropriate for a high-level development and sustainability event.

3. Technical and Stage Management

The company shall coordinate and manage all technical requirements necessary for the successful implementation of the event, including:

Stage management.

Sound system and microphones

Lighting

Screens/LED screens and presentation equipment.

Presentation playback.

Video and documentary screening.

Technical control and operation.

Speaker presentations and transitions.

Microphone management.

Technical rehearsal.

4. Guest Registration and Management

The company shall manage the guest arrival and registration process, including:

Preparing and managing the registration area.

Coordinating the guest registration process.

Managing the guest list provided by Etijah.

Welcoming and directing guests.

Providing ushers and event support staff.

Supporting the reception and movement of VIPs and senior guests.

Assisting guests with seating and venue navigation.

Ensuring smooth movement of guests throughout the event.

The company shall ensure a professional and welcoming guest experience from arrival until departure.

5. Speaker and Programme Management

The company shall support the implementation of the approved event programme by:

Coordinating with speakers and presenters prior to the event.

Ensuring speakers are briefed regarding the programme and timing.

Managing speaker arrivals and seating.

Coordinating presentations and audiovisual materials.

Managing transitions between speakers and sessions.

Coordinating the event flow from registration through to closing.

Assigning a stage manager to coordinate the programme during the event.

Ensuring that the approved agenda and timings are followed as closely as possible.

6. Exhibition and Display Area Management

The event will include exhibition and display areas presenting the achievements and impact of the project.

The event management company shall be responsible for the logistical coordination and management of these areas, including:

Coordinating the layout and placement of the exhibition areas.

Ensuring that the areas are ready before guest arrival.

Coordinating the installation and positioning of the photo gallery and project displays produced under the separate production contract.

Coordinating the beneficiary product display area.

Ensuring appropriate visitor flow around the exhibition.

Providing on-site support to ensure that the exhibition remains organised throughout the event.

Provide Photobooth camera.

The production of photographs, display panels, exhibition materials and other physical visibility items will be covered under the separate production TOR.

7. Documentary Screening Management

The company shall ensure the smooth screening of the project documentary and other audiovisual materials during the event by:

Coordinating the required screening equipment.

Testing all audiovisual files before the event.

Conducting a technical rehearsal.

Managing playback during the event.

Ensuring proper sound and visual quality.

Providing dedicated technical support during the screening.

Company Qualifications

Interested companies should demonstrate:

At least three to five years of experience in event management.

Proven experience organizing conferences, donor events, or project closure events.

Strong experience in branding and event production.

Experience working with international organizations, development agencies, or governmental institutions.

Ability to provide innovative and environmentally sustainable event solutions.

Desired Candidate Profile