Event Planner | دليل مدني

Terms of References

SEE Change Event Planning Facilitation

1. BACKGROUND INFORMATIONS

Lebanon continues to witness multifaceted and intertwined crises that further aggravate a vulnerable socio-economic situation pushing a substantial percentage of Lebanon’s residents under the poverty line. The severe economic crisis was compounded with COVID-19 pandemic and a devastating blast in Beirut port that destroyed large neighbourhoods in the capital, and led, in August 2020, to the resignation of the government. In the absence of a functioning government, the socio-economic and Covid-19 situations have continued to deteriorate.

Social Entrepreneurship (SE) is increasingly regarded as a tool capable of easing communal tensions and contributing to communities’ socio-economic development. SEs can “contribute to the economic security of all segments of the population and contribute to economic diversity as it invests in territorial development and proximity, promoting community participation, prioritizing local impacts and modelling participatory values”[1].

In Lebanon, a 2019 mapping showed that SE has recently gained more national visibility among urban communities in big cities[2]. This can be explained by the fact that SE responds to the national priorities and is aligned with Lebanon Crisis Response Plan (LCRP) goal, and the strategy of both the Livelihood and Social Stability Sector. During the past few years, several projects started promoting SE as a tool to strengthen social stability and support local economic development for Lebanese, Palestinian, and Syrian refugees. Some of the projects invested in building the knowledge and awareness of community members on social entrepreneurship, others supported the identification of social ventures and their evolvement into SE through the provision of ad hoc technical and financial support, while others focused on developing a legal framework for social entrepreneurship[3].

Brief presentation of projects

SEE Change: Oxfam in partnership with Beyond group and COSV is implementing an EU Regional Trust Fund in Response to the Syrian crisis (EUTF) Funded project entitled “Social Entrepreneurship Ecosystem Change” (SEE Change). As of September 2020, and over the course of three years, the project will be implemented in five different areas in Beqaa, North, South and Mount Lebanon.

The project aims at increasing the impact of social entrepreneurial activities in Lebanon, creating employment and social stability opportunities, and supporting the local economy.

The action aims to have an impact on 4 levels:

Technical level: Developing the capacity of around 7000 community members through the provision of trainings on SE, social economy, social impact measurement, and community outreach.
Social level: Engaging at least 200 community members in: 1) identifying local assets that hold the potential of being transformed into social justice incubation programs, 2) monitoring and measuring the social impact of SEs that will be supported by the program.
Economic level: Providing technical and financial resources to support the scale-up, social and economic impact of around 60 existing SEs. Additional support will be provided for the Social Entrepreneurship Support Organisations (SESOs) to ensure that they provide improved and tailored support to the SEs.
Policy level: Sustaining the advocacy work initiated through previous projects, namely BADAEL[4], FURSA[5], and MedUp![6], aimed at creating a conducive ecosystem for SEs, civic engagement, and inclusive economic development.

2. PURPOSE OF THE EVENT

The purpose of this Term of Reference (TOR) is to provide guidance to an event planner in organizing a high-impact advocacy event at a prominent venue in Beirut. The event aims to showcase the importance of social business and the social entrepreneurship (SE) ecosystem in Lebanon, while advocating for their growth and sustainability. It will serve as a platform to bring together social enterprises, community members, donors, Social Entrepreneurship Support Organizations (SESOs), academia, international organizations' representatives, SJIP (social justice incubation program), and other key players in the SE ecosystem.

The Event planner main objective is to ensure the successful execution of the event. It includes coordinating various activities such as a market fair, panel discussions, workshops, and learning events that will foster knowledge exchange, share experiences and challenges, and promote collaboration within the SE ecosystem.

One of the highlights of the event will be the inclusion of TED-talk sessions. An end-of-project TED-talk will provide an opportunity for project leaders and stakeholders to reflect on the successes, challenges, and lessons learned throughout the implementation of the SEE Change project. This session will serve as a platform for sharing insights and promoting discussions that contribute to the growth and sustainability of social enterprises in Lebanon. Another TED-talk will be dedicated to a knowledge exchange session, aimed at fostering a more informed and connected SE ecosystem.

The event planner will also organize a standalone learning event for members of the SESOs, where they can share their experiences, challenges, and preliminary results of practice-based research, learning toolkits, and case studies. This event will encourage networking, collaboration, and the exchange of best practices among SESOs, strengthening their capacities and promoting collective learning.

Furthermore, the event will incorporate advocacy actions to promote an enabling environment for social enterprises in Lebanon. This will include highlighting the importance of social business and the SE ecosystem, engaging policymakers, and addressing the need for supportive regulations and non-financial support. The event will serve as a platform to raise awareness, drive dialogue, and advocate for an ecosystem that fosters the growth and sustainability of social enterprises.

Moreover, as the event planner, the candidate will be responsible for creating a dedicated space within the venue that act as a Flea market, for participants to showcase their products, services, and innovative solutions. This space will provide individual kiosks or booths where participant can display and sell their offerings to event attendees.

Additionally, to enhance the presentation and visibility of each social enterprise, the candidate will also oversee the development of visual tools and materials. These resources will be designed specifically to showcase the unique aspects and impact of each social enterprise, further engaging, and attracting the attention of visitors to their respective kiosks.

By organizing this dedicated space and providing visual support, the candidate will create an engaging and dynamic marketplace where participants can effectively promote their products/services and engage with potential customers. This aspect of the event will significantly contribute to the overall success of showcasing the diverse range of social enterprises and their meaningful contributions to the community.

In addition to the event itself, the event planner will develop a comprehensive marketing campaign to attract stakeholders and create broad visibility. The marketing campaign will effectively communicate the objectives of the event, showcase the impact of social enterprises, and encourage active participation from social entrepreneurs, investors, industry professionals, and the wider public. The event planner will coordinate closely with venue management, and SEE Change Team leveraging their expertise, resources, and networks to maximize the event's reach and impact.

the event planner is to develop and execute an event that showcases social enterprises, fosters knowledge exchange, promotes collaboration, and advocates for an enabling environment for SEs in Lebanon. Through effective planning, coordination, and marketing efforts, the event will contribute to the growth and sustainability of social enterprises and drive positive change in the SE ecosystem.

3. EVENT DETAILS

Event Overview:

Name of Event: SEE Change Advocacy Event
Date: 20-21 November 2023 Tentative
Duration: Two days
Venue: USJ Aschrafie, in Beirut
Target Audience: Social enterprises, community members, students, donors, Social Entrepreneurship Support Organizations (SESOs), academia, international organizations' representatives, policymakers, industry professionals, and the public interested in social entrepreneurship.

Event Components:

Flea Market:
- A dedicated space will be allocated at the venue for social enterprises to showcase their products, services, and innovative solutions.
- Social enterprises will have individual kiosks or booths to display and sell their products.
- Visual tools and materials will be developed to enhance the presentation and visibility of each social enterprise.
Panel Discussions, Workshops, and Learning Events:
- Interactive panel discussions with experts, practitioners, and thought leaders in the field of social entrepreneurship, covering various topics such as financial tools, regulations, impact measurement, and best practices.
- Workshops to provide practical knowledge and skills to social entrepreneurs, focusing on specific themes of interest.
- A standalone learning event for members of Social Entrepreneurship Support Organizations (SESOs) to share experiences, challenges, and preliminary results of practice-based research, learning toolkits, and case studies.
- Two TED-talk sessions: a. End-of-project reflection session: Project leaders and stakeholders will share insights, successes, challenges, and lessons learned from the implementation of the SEE Change project. b. Knowledge exchange session: Social entrepreneurs, experts, and stakeholders will share innovative ideas, research findings, and emerging trends in the social entrepreneurship ecosystem.

Event Logistics and Support:

Coordinate with the venue management to secure necessary spaces, parking spots, and workshop rooms, and ensuring contingency plans for adverse weather conditions, such as having a plan to close the space in case of a rainy day.
Coordinate and provide assistance if needed for the videographer with support from the venue.
Collaborate with the SEE Change Team to ensure active involvement and support in organizing the event, fostering effective teamwork.
Coordinate with the venue management to arrange instant translators/interpreters and their equipment for effective communication during learning events and TED-talk sessions, ensuring smooth multilingual interactions.
Coordinate catering throughout the event in collaboration with the venue management, providing diverse and quality food options for participants.
Provide stands/kiosks (design and implementation) to the venue in coordination with the social enterprises (SEs), with an agreement that the kiosks will be owned by the SEE Change project after the event. The event planner should ensure the kiosks are dismantled after the event and, if willing, given to SEs within a maximum of 3 days. The venue management should provide a storage room for the kiosks.
Coordinate the placement and sizing of the kiosks and their tables with the venue management.
Provide gift items such as soaps, tote bags, etc., based on Oxfam's guidance and coordinating with service providers and social enterprises, ensuring thoughtful and impactful giveaways.
Provide holograms, visual effects, and design work as needed, with guidance from Oxfam, to enhance the event's visual appeal.
Coordinate the participation and invitation of one public figure (names to be discussed later), potentially boosting the event's visibility and impact.
Coordinate sound systems, microphones, lighting, stands, chairs, etc., with the venue management, and arrange for additional equipment if not available at the venue, ensuring a seamless audio-visual experience.
Oversee the organization of the event and being present throughout to address any issues that may arise and ensure smooth execution.
Ensure consent forms and attendance sheets are filled for videography/photography, following Oxfam's guidance and in coordination with the venue management. Additionally, providing name badges or color-coded identifiers to distinguish between consented attendees and non-consented attendees.
Coordinate with Oxfam on the signage of attendance sheets for the attending SEs (different from the general attendance sheet for other attendees), ensuring accurate record-keeping.
Provide clear signs for directions throughout the event and coordinating with the venue employees to guide participants to the various event components and facilities, facilitating smooth navigation.
Adhere to Oxfam, SEE Change partners, and donor guidelines to maintain compliance with organizational and funding requirements.

Event Expenses:

The event planner should include an estimated budget in the inception report, covering event production, logistics, technical requirements, catering and refreshments, parking service, marketing and promotion, and interpretation services (if required).

Resource Mobilization:

Collaboration with partners: Close coordination and collaboration with venue management and the SEE Change team to optimize the utilization of available support.
Ensuring efficient and visually pleasant placement of social enterprises' kiosks throughout the venue in coordination with the venue management.
The event planner is free to suggest additional activities/changes to the event based on their expertise in organizing such a large event.

The detailed budget, resource and activities plan will be developed in consultation with the SEE Change team and subject to approval and funding availability. The event planner will ensure transparency, cost-effectiveness, and diligent financial management throughout the event planning and implementation process.

4. EXPECTED DELIVERABLES