Appendix 1

TERMS OF REFERENCE FOR EVENT MANAGEMENT SUPPORT

EVENT:YOUTH FORWARD ANNUAL LEARNING MEETING, 2017

VENUE:SPEKE RESORT AND CONFERENCE CENTER, MUNYONYO, KAMPALA

DATE:12th -15th NOVEMBER 2017

Background

GOAL Relief and Development Organisation (GOAL) in collaboration with Mercy Corps, Restless Development and Voluntary Service Overseas, implements the Driving Youth-Led New Agribusiness and Microenterprise (DYNAMIC)program in Northern Uganda. DYNAMIC is a five-year program (2015-2020) undertaken in partnership with Mastercard Foundation to increase the employment, self-employment, income and resilience of more than 125,000 out-of-school youth aged 15-24 engaging inagriculture and animal industry. Mastercard Foundation also partners with other agencies to implement youth-focused programs in Uganda and Ghana.

The DYNAMIC program is part of Youth Forward, an initiative of Mastercard Foundation. In addition to the Foundation, Youth Forward involves four consortia, who implement one program each – 2 in Ghana and 2 in Uganda – as well as Learning Partner organizations.

Every year, these Youth Forward partners come together during an annual event called the “Youth Forward Annual Learning Meeting.” This meeting provides an invigorating opportunity to share and discuss promising practices, achievements, ideas and challenges of initiatives undertaken as part of Youth Forward. GOAL Uganda is leading the logistical preparations for the 2017 Youth Forward Annual Learning Meeting and is therefore undertaking a number of activities in this regard. Other Youth Forward partners are responsible for preparation of the agenda, organizing speakers and related conference materials.

Objective and Justification

GOAL is procuring the services of an events management company or individual to support the successful hosting of the Youth Forward Annual Learning Meeting, 2017. GOAL will host this high-level meeting just once over the life of Youth Forward. Event management support willprovide additional expertise for the planning, coordination and management of the event.

Scope of Assignment

Under the supervision of the DYNAMIC Program Director (PD), the company/ individual will work closely with the DYNAMIC Administration and Communication Coordinator (ACC), who serves as the focal point for event coordination. The company/ individual will also work closely with the DYNAMIC Deputy Program Director (DPD). GOAL staff team leadsare responsible for key tasks, such as procurement, fleet, logistics, finance and stores. The DYNAMIC Program Coordination Team is made up of 5 program staff and 6 youth who will be a key resource in design, preparation, planning and day-to-day implementation on site to assist with arrivals and all other tasks during the 4-day meeting, as assigned. The successful company/ individual will advise on design, preparations, planning, andimplementation, and will coordinatemanage and ensure the successful implementation of the Youth Forward Annual Learning Meeting in the following overall work plan areas. (See Annex 1Youth Forward Annual Learning Meeting Task Management Matrix v. 1 for more detail on detailed tasks by work plan area).

  • Initial design and planning: Advise preparation planning: review the Youth Forward Annual Learning Meeting Work Plan and Task Management Matrix; determine where gaps may exist, and develop a support plan. (E.g.: RSVP tracking, provision of information to participants, supplies)
  • Venue and day-to-day logistics during the event:Engage with relevant hotel staff (ensuring a single point of contact responsible for the GOAL/ DYNAMIC event), ensuring the venue is adequately prepared and set up on the days required to provide high-quality facilities and services that meet health, safety and hotelier service management standards (Note that the venue will provide conference facilities, accommodation, catering and airport transfers as part of one conference package)
  • On-the-ground logistics:Oversee and coordinate GOAL contracted transportation services and related team members according to agreed/ DYNAMIC approved roles and responsibilities are in place (E.g. airport transfers, transportation for support staff and youth)
  • On-site preparation and during the meeting:Actively coordinate the preparation, set-up and implementation of the event, ensuring timely and successful completion of all tasks, troubleshooting as necessary(E.g. participant registration, liaison with service providers, oversight of equipmentprovision and IT support, timeliness, provision of information to participants, Welcome Dinner and entertainment, arrival and distribution of event materials, medical contingency, games and team building, field visit)
  • Reporting:On a daily basis to the DYNAMIC PD or her designate and with the DYNAMIC ACC, and giving a final written report summarizing the event preparation, planning and actual implementation, giving recommendations where improvements can be made for the next annual event.

Preparatory and Event Coordination Tasks

  • Briefing by DYNAMIC PD and ACC and/ or GOAL department heads
  • Review and proposeimprovements to totasks and the organization of team roles, responsibilities and timelines, including any additional support roles to be provided by the event management company/ individual as deemed necessary or advisable
  • Review and propose improvements to venue and accommodation set-up and plans; review health and safety and hotelier service management, including checking on meals and other guest services to be provided during the event
  • Review and propose improvements to the event format, including registration protocols, documentation and protocols; seating plan/ arrangements for conference rooms: main meeting and break-out rooms, etc.
  • Coordinate team implementation of activities through to task completion in close collaboration with the ACC, PD, DPD and team leads at all stages, and with a group of 11 persons (5 DYNAMIC staff members, and 6 DYNAMIC program youth), who will support activities during arrivals and the 4-day event
  • Ensure all tasks are accomplished in a timely and professional manner
  • Review with ACC and make recommendations on the DYNAMIC messaging for the event and the timely production of event materialssuch as handouts, banners, signage, displays, etc.
  • Facilitate DYNAMIC team members toliaise with Youth Forward partners whencollaboration is required across their areas of responsibility
  • Support the DYNAMIC team’s coordination of field visits, including domestic transportation plan, in liaison with GOAL fleet team and task team lead, and receive updates on progress
  • Review GOAL and Mastercard Foundation health and safety requirements and conduct housekeeping induction prior to commencement of the conference (which will include security brief, health and safety, hotel rules and regulations, communication channels, etc.) Ensure related information is conveyed to conference participants by DYNAMIC staff
  • Develop a post-event report detailing the event, lessons learned, identifying follow-on efforts, and outlining steps to be taken for future DYNAMIC events

Expected Deliverables

  • Briefing notes, meeting minutes and written recommendations as above
  • GOAL Uganda procurements of services and supplies for the event are tracked
  • Venue facilities and services (including but not limited to all refreshments, meals, equipment, staffing, materials, etc.) are properly prepared, personally reviewed and checked, delivered on time, to the highest quality and well-coordinated on the day
  • Delivery of all materialsis coordinated in advance of the event; they are quality-checked and in place at appointed times throughout the event calendar
  • A dry run and housekeeping induction with the DYNAMIC Program Coordination Team, the hotel and other service providers or relevant stakeholders is coordinated and conducted
  • DYNAMIC team responses to participant queries and concerns are facilitated such that they are addressed speedily and professionally before and during the event
  • Program coordination team is well oriented and tasks are completed successfully
  • Post-event written report (within 3-days of the last day of the event), detailing deliverables,lesson learned, suggestions for future events, and follow up recommendations completed and submitted

Modality of Delivery

The events management support will be offered as enhancement and back-up tothe GOAL/ DYNAMIC team. The contracted company or individual will work collaboratively and hand-in-hand with the DYNAMIC Program Coordination Team.Recommendations for improvements will be discussed and agreed in writing with the DYNAMIC PD or her designate. The consultant is expected to work collectively to gain approval for activities and approaches prior to effecting delivery of these.

Service Provide Qualifications

  • 3+ years of communications and events management experience, including design, planning, preparation, coordination and on-the-day management of events
  • Experience in designing and managing events in Kampala, preferably diplomatic/high-level events
  • Previous, related event management and marketing collateral design experience
  • Ability to produce results on tight deadlines
  • Excellent communication and organization skills, highly personable, energetic and enthusiastic person
  • Experience of working with multi-cultural and high-level foreign representatives from multi-national corporations and development organizations.
  • Proficiency in the Englishlanguage (speaking and writing)

GOAL/DYNAMIC’s Responsibility Related to the Consultancy

  • Grant access to the project team, and contracted suppliers.
  • Share planning materials and provide full briefing
  • Organize daily progress meetings for preparation, planning and coordination throughout the event period
  • Provide forms and other materials required by the service provider
  • Agree on timelines for specific activitiesand provide timely feedback
  • Procure materials and services including the venue, food and participant materials
  • Provide transportation for other DYNAMIC event participants and the DYNAMIC Program Coordination Team according to agreed/ approved movements in the preparation, planning and implementation of the event

Timeframe

Up to 15 days will be required for the assignment,depending on the provider’s proposal for support, to be carried out between the date of hire in October 2017 and 17th November, including the requireddates of 12th-15th November as follows:

  • Pre-planning discussion with GOAL staff (1 day)
  • Off-site preparations,including multiplevisits to the venue facilities as required, and a dry run (2-9 days)
  • Actual event coordination Sunday, 12th November through Wednesday 15th November 2017 (4 days required presence daily for duration of activities and on call to respond to guest and event needs)
  • Reporting (1 day)

Payment Terms

Payments terms will be 30% of the total cost after signing the contract and the balance paid after delivery of the assignment report.

Comments and Inquiries

For any clarifications, write to

Annex

Annex 1: Youth Forward Annual Learning Meeting Task Management Matrix v. 1

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TOR Youth Forward Annual Learning Meeting Events Management