Terms of Reference for the Provision of Event Management Consultancy Services : Global Digital Health Forum 2024 at Living Goods

Coordination with Teams and Organization

• Collaborate with Internal Teams: Work closely with Living Goods’ Digital Health, Advocacy, and Communications teams to ensure the preparation, management, and execution of the events are aligned with global best practices. This includes aligning with organizational goals and ensuring all teams are well-coordinated and contributing to impactful delivery.
• Partnership Coordination: After an initial introduction by Living Goods’ teams, collaborate with key partners, including J&J and CIFF, to ensure smooth program execution for side events and plenary sessions. This includes managing detailed aspects such as time management, speaker preparation, MCing, finalizing talking points, and ensuring program flow.
• Vendor Coordination: Engage and manage vendors (photographers, videographers, graphic designers, printers) to ensure the timely production of banners, flyers, videos, and other event materials. Ensure that vendors capture key moments during side events and plenary sessions for use on social media and other promotional channels.

Logistics

• Event Logistics Management: Ensure all logistical aspects, mainly for the side events, are managed seamlessly, including transportation, refreshments, event setup, and attendee registration. Guarantee that all arrangements are in place, time-efficient, and aligned with event goals.
• Booth Management: In collaboration with Living Goods team, oversee the setup and operation of the Living Goods booth, ensuring it is properly equipped, branded, and staffed. Ensure the booth serves as an engaging and informative point of interaction for event attendees.
• Attendee Registration: In collaboration with Living Goods team, manage the registration process for event attendees, ensuring a smooth and efficient check-in process.
• ICT and Equipment Management: Coordinate the setup of all necessary technical equipment, including PowerPoint presentations, projectors, sound systems, microphones, and internet connectivity. Ensure all AV requirements are met, tested, and ready to support smooth presentations and interactive sessions.
• Technical Support: Ensure that technical support is available throughout the event to address any issues related to ICT, such as projectors, video presentations, and live streaming (if applicable), to ensure seamless delivery of presentations and speeches.

Program Execution

• Program Management: Ensure the side events and plenary sessions run smoothly by coordinating all aspects of the program, including timekeeping, speaker readiness, and stage management. This includes preparing talking points (in collaboration with Living Goods’ teams), briefing speakers, and ensuring they are well-prepared and confident in delivering their messages.
• MCing and Facilitation: Oversee or coordinate MCing duties to maintain a seamless program flow and ensure all sessions adhere to the event’s agenda and time limits.

Strategic Communications and Public Relations

• Communications Strategy Execution: Review, refine, add tactical details, dates, roles, new innovative tactics, and implement the high-level communications strategy prepared by the Living Goods comms team, ensuring it is effectively executed across all platforms. This includes translating and adapting the strategy for different audiences and media outlets.
• Media Engagement: Work with local and international media outlets before and during the event to secure coverage, ensuring Living Goods is positioned as a leader in digital health innovations. Coordinate media interviews, pitch stories, and manage media attendance at key sessions.
• Event Promotion: (1) Work closely with TechChange[1]’s marketing team to promote the event’s role in advancing universal health coverage through digital technologies, emphasizing the global importance of the event. (2) Coordinate with the Advocacy team to ensure event promotion reaches target listservs and stakeholders.

Documentation and Messaging

• Content and Messaging Support: Collaborate with the communications and the advocacy teams to ensure timely preparation of key messages and talking points for speakers. Provide ongoing support to ensure all messaging aligns with Living Goods’ strategic goals.
• Content Capture: Ensure that key moments during side events and plenary sessions are documented and captured through photography, videography, and other content formats. Ensure this content is shareable on social media and other channels to amplify the event's impact.

Monitoring and Reporting: Sow the ROI of Living Goods’ Investment in the event

• Event Outcome Documentation: Prepare post-event reports and feedback, summarizing the impact, media coverage, key insights, and takeaways from the event to contribute to the organization's larger report out from the Global Digital Health Forum. Ensure this information is documented to show the ROI for investing in the event.
• Measuring The Impact of Online and Media Coverage: Use your own tools and/or working closely with the Communications team, monitor, document, and present a report on online engagement and engagement.

Specific Deliverables

Pre-Event Deliverables:

• Finalized event logistics plan (including vendor contracts, technical setup, and event flow).
• Complete schedule and timeline for Living Goods’ participation in the GDHF, including side events and plenary, with a focus on media coverage.
• Production of all necessary event materials (e.g., banners, flyers, videos) and coordination of content capture vendors.
• A fully prepared and trained speaker list with talking points and event briefs.
• Finalized media plan and secured media interviews or coverage.

Event-Day Deliverables:

• Smooth execution of the side event, plenary, and any additional engagements.
• Supervision and coordination of all logistics, including technical setups, registration, and vendor management.
• Documentation of key event moments via photography and videography.
• Coordinate the documentation of key event moments via media interviews.
• Real-time coordination with the comms team to ensure timely social media posts and media interactions.

Post-Event Deliverables:

• Post-event report, including media coverage, social media engagement, and key event outcomes.
• A repository of documented content (photos, videos, quotes) for further use by Living Goods.
• Assessment and feedback on the event's impact and suggestions for improvement.

Required Skills and Experience

• Proven experience in managing high-level international events, with a focus on public health, digital health, or similar fields.
• Strong project management skills, with the ability to coordinate multiple teams, partners, and vendors.
• Excellent communication and organizational skills, with a demonstrated ability to execute strategic communications plans and media outreach.
• Familiarity with the use of digital tools and ICT in event management (e.g., AV setup, live streaming, digital presentations).
• Experience working with the media.
• Proficiency in working with vendors, especially in areas such as photography, videography, graphic design, and event production.

Duration of the Consultancy

The consultancy will commence on 1 November 2024 and continue through the conclusion of the Global Digital Health Forum 2024, with post-event deliverables completed by mid-December 2024.