Event Organizer Consultancy – Arts and Culture Sector at Comitato Internazionale per lo Sviluppo dei Popoli (CISP)

Plan, coordinate and strategize on events

• Discuss and set the events goal, timelines and vision jointly with the ArtXChange team
• Look for the right venues, securing, booking and managing relations with venues
• Request for all quotations connected to the events needs
• Suggest accommodation options for guests, coordinate on their logistics and bookings
• Discuss and coordinate with communication team on events visibility needs (banners, posters, badges, media, etc.)
• Define target audience based on the nature of the events and check on their needs (interpretation, potential streaming, etc)
• Ensure security measures (safety, health measures, guests’ policy) are in place.
• Be responsible for tests, rehearsals, and quality check of all venues
• Define guests’ speakers and delegates needed and ensure communication and coordination with them. Arrange their bookings and transports in coordination with CISP team
• Ensure all required IT and audio-visual equipment required are available and tested before the start of the event.
• Discuss and search potential services needed (technicians, catering, etc)
• Coordinate with CISP team on travel bookings/room reservations
• Prepare and set-up invitation to guests and invitees
• Liaise with all service providers and endure coordination with CISP procurement office for contracts and payments
• Check and ensure venues are ready and all is in place for the event implementation
• Coordinate the set down of the event after execution by coordinating with the vendors.

Cost and financial management

• Budget all costs and consider different options based on budget availability
• Monitor disbursements of payments to suppliers, guest speakers and other in coordination with CISP administration and project manager
• Liaise and book with exhibitors and venues
• Search for potential events sponsors and donor

Scope of Services, Deliverables & Timelines

The assignment will be undertaken from 18th July to 9th October 2022, and a calendar of the actions will be agreed upon with the supervisor.

Events: The estimated number of events is 3 in total (2 local conferences/workshops and one International Event).

Topics:

1. Capacity building sessions on policy development for promoting creative industries in the presence of governments, private and public sector, creative youth and key stakeholders
2. Launch of Digital platform service for the project beneficiaries
3. International event with Partnership and Networking initiatives, performances, talks and exhibition

Service timeframe

The consultancy assignment is expected to take from 18th July to 9th October 2022

Part time: 20 Hrs per week (modality discussed with the employer)

Consultancy delivery methodology

The assignment will be undertaken on objective achievement base, the service provider is expected to appoint a referral contact for all the implementation period.

Both online and in-person meetings and services (i.e. trainings to beneficiaries) will be required. The Service Provider will make its own logistic arrangements within Nairobi.

Contract Award Criteria

The contract will be awarded based on the following evaluation process in chronological order:

1. Preliminary Evaluation: Applications will be assessed against the application instructions (see below, preliminary evaluation). Non-compliance or lack of meeting any of the minimum requirements will result in automatic disqualification of the application. Applicants that comply with all the minimum requirements will pass on to the Technical Evaluation stage.
2. Technical Evaluation: Applications that pass the preliminary evaluation will be assessed only on their Technical Proposal. Only applications that obtain a score of 35 out of 50 or higher on the Technical Evaluation will proceed to the Financial Evaluation.
3. Financial Evaluation: Applications that proceed to the Financial Evaluation stage will be assessed on their Financial Proposal against the application instructions. Non-compliance or lack of meeting any of the minimum requirements for the Financial Proposal will result in automatic disqualification of the application.

Payment

The payment will be made at the end of each assignment/milestone agreed upon (30% when signing the contract, 40% at mid-service, 30% after final report from service provider with achievements).

Final Payment by EFT/Cheque once confirmation of work well done by the ArtXChange Project manager and issuance of an invoice for the work.

Service Provider Profile

The profile of the Service Provider must meet the following minimum requirements:

• Must be based in Nairobi (Kenya)
• Minimum 5 years in leading high-level conference planning and event management
• Ability of staff and staff compliment to provide required services (CVs of the person/s of staff to be included)
• Excellent organisational skills with the ability to plan and meet deadlines through and with teams of people and individuals from diverse, cross-cultural backgrounds
• Knowledge of the cultural and creative industry, venue and relevant stakeholders of the sector in Kenya and in the Region
• Proven reference to previous major conferences and/or arts and cultural events organised.
• Experience with creative youth is an advantage.
• Strong project management and financial/budget reporting is a preference
• Fluency in English
• Excellent communication skills with the ability to write clearly, concisely and with strong verbal communication skills.
• Ability to work effectively and efficiently under tight deadlines and on multiple projects simultaneously
• Strong customer service orientation.
• Preferred experience with youth and exchange between Africa and Europe in line with ArtXChange objectives
• Knowledge of the CCI and policies of the sector, the public and private actors involved and to be targeted