Professional Event Organizer

TERMS OF REFERENCE Professional event Organizer Consultant(s)   Introduction:   The consultant(s) will be responsible to organize one or two Akkar Day with the framework of the ‘Improved livelihoods for small-scale farmers in Akkar, North Lebanon’ project, funded by the European Union and implemented by Mada Association. The project aims at improving the livelihoods of small-scale farmers in Upper Akkar.   The project has three main components with different sets of activities: 1) Capacity Building on cost-efficient and sustainable agricultural practices, 2) Development of sustainable water management systems and practices, and 3) Capacity building to link farmers to markets and market stakeholders.   The project targets the villages of Akkar Atika, Fneideq, and Meshmesh, where one of the major economic activities is agriculture, mainly apple production in addition to vegetable production. Within the third component, two major events will be organized in order to help famers from this region have a better knowledge of consumers’ demands, markets opportunities and develop linkages with other economic actors.   PURPOSE: In order to ensure the success of the above-mentioned events Mada is seeking to appoint one or more Professional Festival Organizer consultants in charge of developing the concept for the events and implementing them in North Lebanon (Lot 1) and in Beirut/Grand Beirut (Lot 2).   Scope of Work The Consultant(s) will have responsibility for the budgeting, preparation and management of all logistical issues and arrangements related to hosting a successful and professional two days event (one in North Lebanon and one in Beirut/Grand Beirut).   Working closely with the project team, the Consultant(s) will propose venues, proposed activities, marketing and communication campaigns according to the targeted participants and public. Furthermore, the Consultant(s) shall identify suitable service providers, as needed, and liaise with these service providers regarding logistics issues, catering, communication campaigns and other related arrangements.   The events should be viewed as a community engagement activity and as such the consultant(s) will be invited to involve community members and to ensure proper appropriation of the events by the local communities.   A detailed breakdown of responsibilities is outlined below:   -          Submit for approval a concept note outlining the main objectives, activities and targeted audience of each event -          Define the best time span according to location and targeted audience and then agree stakeholders on events date and place -          Develop the action plan and timeline for the preparation of each event -          Develop a detailed budget for each event -          Plan the display of setup of the events -          Perform site visits along the project implementation and preparation periods -          Organize activities’ schedules of the events -          Manage the event budget (within the budget envelop fixed and provided by the project -          Prepare communication material and coordinate with the project team and the EU delegation to Lebanon on all communication -          Appoint professionals for the implementation of the events when needed: sound equipment, light, tables, chairs, stands etc.…. -          Ensure all required equipment is available for the event implementation -          Ensure safety measures in coordination with the project team and local authorities -          Organize and supervise each events (including site preparation, timely execution of logistics for the events and site dismantling post events) -          Ensure proper appropriation of the event by the local communities   The tender is divided into 2 lots:   Lot 1: Organization of Akkar day in North Lebanon   Lot 2: Organization of Akkar day in Beirut/grand Beirut   Each applicant is free to submit a tender for one lot only or for both lots.   Contract Duration: The contract will run from the date of signature until 3 days after the event or the latest event.   Reporting and correspondence: The day-to-day assignment and contact will be managed through a Focal Person – i.e. Delphine Compain- to whom the Consultant will correspond and report directly.   Consultant fees: Proposed fees must be fixed, and should be quoted in US dollars. This fee should only include the consultant’s remuneration and not include costs relating to the events or facilities for the events. Costs relating to the events should be approved prior to execution by Mada Association. Suppliers will be selected following Mada’s procurement guidelines and Mada has the final approval.   SUBMISSION INSTRUCTIONS: Applicants are requested to submit financial and technical proposals and their CV - by email – to: mada@mada.org.lb Deadline for submission: May 9, 2016   EVALUATION:   Criteria for the selection are: -          Consultant’s previous experience in event organization and management (30%), experience with NGOs and international donor agencies is an asset. -          Technical proposition including a rough estimation of the cost of the event (40%) -          Cost/quality ratio (30%) Short listed candidates will be contacted for an interview with the project team prior to final selection.