Conference Organizer

Terms of References

- Conference Organizer-

1. BACKGROUND INFORMATIONS

Oxfam and ALEF - Act for Human Rights are implementing a project titled “Enhanced capacity of CSOs in Lebanon to influence regulatory frameworks and policies affecting refugees’ protection and increase the access to protection services and assistance for refugees ". The project aims to enhance the capacities and space for civil society organizations in Lebanon to influence their government and international actors to adopt policies that meet the needs of vulnerable displaced persons and host communities.

2. PURPOSE OF THE WORKSHOP

As part of the project, Oxfam and ALEF are organizing a conference on approaches to network building

Through this conference, Oxfam and ALEF plan to bring together around 50 individuals who represent networks from the Mediterranean region (Northern Africa, Middle East, Balkans and Southern Europe).

The conference will be organized over two days during the third week of August.

To support in the organization of this conference, Oxfam is looking for a conference organizer who holds a sturdy experience in organizing conferences (with an academic nature), specifically those that include participants from abroad.

3. SUGGESTED METHODOLOGY

The consultant is expected to take full responsibility of the below:

• Coordinate with the speakers and presenters (abstracts, papers, power point presentations, etc…)
• Manage all the venue-related logistical matters (room preparation, equipment, interpreter)
• Develop the visibility material (invitation cards, rollups, backdrops, tags, folders, pens, etc…) for the  

       conference in coordination with Oxfam’s team

• Manage social media pages for the conference
• Write the conference proceeding report
• Printing and production of the visibility material
• Renting venues
• Transportation of participants and material
• Pay per diems to participants as per Oxfam’s rate

To carry out these responsibilities, the consultant is expected to:

• Hold a day planning session with Oxfam staff during end of June-beginning of July (date to be confirmed later)
• Organise the event over a period of max 10 days (will be confirmed as per the discussion with the organiser)
• Coordinate with the relevant Oxfam team members on frequent bases
• Hold frequent update planning and review meetings with Oxfam
• Manage the budget for the event

4. EXPECTED DELIVERABLES

The consultant is expected to submit the below deliverables:

Type of deliverable

Description

Design of the visibility material

Design for the invitation cards, rollups, backdrops, tags, folders, pens, etc..

Social Media Page

Simple page on Facebook for the event

Conference Proceeding report

Report presenting the summary of the papers submitted and main discussions that took place

5. TIMEFRAME

The workshop is expected to be delivered between during the third week of August 2018. The exact date will be set after discussion with project team and the consultant. The workplan for the organizer will be discussed in due time.

6. Budget

The consultant’s quotation should include the following:

• Venue rental including lunch for 50 people in Hamra for two days
• Hotel reservations for 15 participants in Hamra for two nights
• Average Airfare for 15 participants from the region
• Per diems as per Oxfam rate (27 USD) for 15 participants
• Printing (visibility, agendas…)
• Any logistical and stationary expenses
• Consultant fee 

Interested applicants or companies to send CV, tentative workplan, and quotation to Lebanonjobs@oxfam.org.uk by July 10th, 2018