Terms of Reference
Event Management
Organization Overview
Palladium develops and delivers solutions that create positive impact for
communities, businesses, societies and economies. We transform lives and create
enduring value by working with governments, corporations and non-profit
organizations. We create positive impact through more than 100 current projects
with more than 2000 employees operating in over 90 countries.
Palladium implements the USAID-funded Health Policy Plus (HP+) Project. HP+
works with key stakeholders to advance health policy and financing for family
planning and reproductive health (FP/RH), HIV, maternal and newborn health
(MNH), and public private partnership at national and subnational levels. The
project aims to improve the enabling environment for equitable and sustainable
health services, supplies, and delivery systems through policy development and
implementation, with an emphasis on voluntary, rights-based health programs,
and by strengthening in-country partners' capacity to navigate complex
environments for effective policy design, implementation, and financing aligned
to the existing priorities.
Background
HP+ Indonesia will be conducted series of virtual conference estimated until
end of December 2020. The assigned vendor will be responsible for technical and
administration matter that cover from the preparation, D-day and the post event.
Assignment
The successful vendor will have responsibility for preparation and management
of all logistical issues and arrangements related to hosting a successful and
professional conference. A total of seven (7) meetings/workshops are expected
to be conducted and managed by the successful vendor. The vendor will be
working closely with Technical Team and Operations to identify suitable service
providers, as needed, and liaise with these service providers regarding and
other related arrangements. The vendor will also ensure availability of an
efficient secretariat and clerical/administrative support. Additionally, the
vendor will oversee the invitation and registration process for participants.
Propose Timeline
Timeline for the services is based on agreed schedule when online
meetings/webinars take place and started from September – December 2020.
Responsibilities
1. Preparation
1. Participants’ Management Invitations and information to participants
2. Send out Invitations to ALL participants, including meeting chair(s),
speakers, facilitators, etc.;
3. follow up on invitations
4. Compile confirmed registration list -participants, speakers, moderator
and committee
5. Production of Meeting documents and information materials
6. Arrange simultaneous interpretation for all sessions as required
7. Design of flyers
2. D-Day
a) Implement the run-down of event agendas smoothly and effectively.
b) Provide real time translation (Bahasa Indonesia into English, and vice
versa) in the chat setting of the platform (locked for chatting, only for
simultaneous translation by typing) or simultaneous interpreting.
1. Assign an Event Manager who will be responsible as the person-in-charge
(PIC) during the event implementation and an Event Management Team to support
during the event.
2. To anticipate for potential IT and internet network glitches, assign a
dedicated Technical Support person that will provide technical back-stopping
and trouble-shooting during the event and ensure seamless operations of the
management of technology (IT and connectivity), including coordinate and ensure
that all participants’ entries are well synchronized with the registration list
and that all presenters’ material are ready for the virtual event.
3. Ensure smooth transition from speaker to speaker including technical
components and other supporting services are in place and ready as per schedule
4. Ensure all events are recorded and available for sharing
5. Ensure that all chatting materials (translation and Q&As) are saved as
additional materials for rapporteurs to use.
1. Post Event
1. In close coordination with HP+ to arrange with the online to publish the
news about the event
2. Distribute materials to audience
3. Prepare the video recordings and have them ready for dissemination.
1. Skills & Requirements
To perform this job successfully, the Conference & Events Organizer (an
individual or corporate) must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the
knowledge, skill, and/or ability required
a) 3 to 5 years in leading high-level conference planning and event
management;
b) Strong planning and project management skills and experience;
c) Excellent organizational skills with the ability to plan and meet
deadlines through and with teams of people and individuals from diverse,
cross-cultural backgrounds;
d) Experience in building and managing against modest budgets;
APPLICANTS SHOULD INCLUDE PROPOSED PRICE FOR WORK IN THEIR APPLICATION
PROPOSAL.CLOSING DATE is August 21st, 2020. Please submit the interest to
stefana.ruri@xxxxxxxxxxxxxxxxxxxxx<mailto:stefana.ruri@xxxxxxxxxxxxxxxxxxxxx>
The Palladium Group provides equal employment to all participants and employees
without regard to race, color, religion, gender, age, disability, sexual
orientation, veteran or marital status.
