Event Organizer – “The Future of Work in Lebanon” National Conference

To ensure the successful planning, execution, and financial sustainability of the event, LWRO seeks to contract a professional Event Organizer/Agency with demonstrated experience in managing large-scale, multi-stakeholder conferences, including donor engagement and sponsorship management. 1- Objectives of the Assignment The selected Event Organizer will: - Plan and coordinate all logistical, administrative, and technical aspects of the conference. - Support visibility and media outreach efforts. - Lead the fundraising and sponsorship strategy, targeting private sector partners, embassies, and international donors. - Ensure a professional, inclusive, and high-impact event delivery aligned with LWRO’s mission and donor requirements. 2- Scope of Work A. Event Planning & Coordination - Develop a detailed work plan and timeline for the event (pre, during, post). - Propose and manage the venue booking (in Beirut or nearby). - Coordinate the setup: stage design, booths, branding, seating, interpretation, security, internet. - Manage guest registration, info desk, badges, and printed materials. - Liaise with vendors (catering, audiovisual, photography, livestreaming, transport). B. Fundraising & Sponsorship Mobilization - Design a sponsorship and fundraising strategy, with clear targets and tailored outreach materials. - Identify and approach potential sponsors (private sector, embassies, foundations, international agencies). - Negotiate sponsorship packages (financial, in-kind) and follow up on deliverables. - Ensure visibility for sponsors across event branding, booths, social media, and conference materials. - Coordinate closely with LWRO to align fundraising with ethical and institutional guidelines. C. Communication & Visibility - Support LWRO in producing a conference branding package (logo, banners, digital materials). - Coordinate with designers, content creators, and media partners. - Facilitate press coverage, media invites, and press releases before and during the event. - Manage livestreaming and media room setup. D. Documentation & Reporting - Supervise the creation of the event booklet, agenda, speaker bios, and session summaries. - Submit a final report including: - Event summary and attendance metrics - Photo archive - Sponsorship outcomes - Lessons learned and recommendations 3- Expected Deliverables Deliverable | Description | Timeline ------------|-------------|---------- Work plan & budget | Detailed plan with milestones | 2 weeks after contract signing Venue & logistics | Confirmed arrangements | At least 8 weeks prior Sponsorship report | List of approached entities, status | Bi-weekly updates Communications toolkit | Visuals, social media plan, media list | 3 weeks prior Onsite coordination | Full team present during 3-day event | Event days Final report | Event summary, photos, financials | 10 days after event 4- Required Qualifications - Proven experience in organizing national or regional conferences with 500+ participants. - Demonstrated ability to secure sponsorships and partnerships from the private or donor sectors. - Strong vendor and media network in Lebanon. - Capacity to handle high-profile stakeholders (government, UN, embassies). - Fluency in Arabic and English (French is a plus).