Event Planner

Title

Event Planner – ACE Project Networking Closeout Event (Berghof Foundation & GIZ)

Project Context

The ACE Project is a collaboration between the Berghof Foundation and GIZ that aims to enhance conflict‑sensitive economic development, support social cohesion and promote peacebuilding in target regions. The project culminates in June 2026 with a networking closeout event designed to bring together project partners, donors, local stakeholders and beneficiaries to showcase achievements, exchange lessons learned and strengthen professional networks. An experienced event planner is sought to design and deliver this event to the highest standards and in alignment with the peacebuilding mission of the Berghof Foundation.

Objective

The main objective of the consultancy is to conceptualize, plan and execute a networking event that highlights the ACE Project’s results and fosters collaboration among stakeholders. The event planner will ensure that all logistical and administrative arrangements are managed effectively, provide an engaging program and deliver comprehensive reporting after the event.

Scope of Work

The event planner will report to the ACE Project Manager at the Berghof Foundation and work closely with GIZ counterparts. Responsibilities include:

1. Conceptualization and Program Design

• Consult with Berghof and GIZ to clarify the goals, audience, budget and desired outcomes for the networking event.
• Propose a theme, agenda and activity plan that encourage networking, knowledge‑sharing and reflection on project achievements.
• Develop a detailed workplan and timeline covering all preparatory actions, event‑day activities and post‑event follow‑up.
• Ensure that the program reflects the project’s conflict‑sensitive approach and cultural context.

2. Participant Management

• Prepare and issue invitations, manage RSVPs and maintain a participant database.
• Coordinate with Berghof and GIZ focal points to identify and invite speakers, moderators, beneficiaries and partners.
• Produce and distribute event materials (invitations, name badges, agenda and information packs), ensuring that branding guidelines are respected.
• Provide a registration desk and on‑site support to monitor attendance, seating and handle participant queries.

3. Venue and Logistics Coordination

• Identify and secure a suitable venue in Lebanon (preferably Beirut) for late June 2026, considering capacity, accessibility, security and technical requirements.
• Arrange venue set‑up, seating plan, décor and signage consistent with the event theme.
• Arrange audio‑visual equipment, interpretation services, and simultaneous translation as required, internet connection and the accommodation of participants possibly joining online.
• Procure catering services for coffee breaks, refreshments and meals, including vegan and dietary‑sensitive options.
• If required, manage accommodation bookings for visiting participants and coordinate transportation (airport transfers and local transport).
• Ensure compliance with health, safety and security protocols by coordinating with venue management and security teams.

4. Vendor and Service Provider Management

• Source and contract vendors for catering, décor, audio‑visual services, photography/videography and translation.
• Liaise with service providers to ensure timely delivery and high‑quality services, including equipment checks one day prior to the event.
• Coordinate with communications teams to engage photographers/videographers and ensure high‑quality coverage.
• Manage payments to vendors and participants where needed (e.g., per diems, travel reimbursements), ensuring compliance with donor rules.

5. On‑site Event Management

• Provide a focal point and support team to oversee event operations throughout the day, ensuring smooth registration, transitions between sessions and adherence to the agenda.
• Address technical issues and liaise with venue staff, interpreters and service providers.
• Facilitate networking activities and group interactions and coordinate media or VIP engagements.

6. Reporting and Follow‑up

• Prepare a post‑event report summarizing participant numbers, feedback, lessons learned and recommendations for future events.
• Provide a financial reconciliation and evidence of spending against budget.
• Deliver digital assets (photographs, videos, presentations) and final versions of program materials.

Deliverables and Timeline

1. Event Concept and Workplan: a detailed concept note, agenda and timeline, due six weeks after contract commencement.
2. Progress Updates: brief written updates on preparations at agreed intervals (e.g., monthly), highlighting risks and mitigation measures.
3. Networking Event: a fully executed event June 2026 with all logistics, program and participant support delivered as agreed.
4. Final Report: within three weeks of the event, a report summarizing outcomes, participant evaluations, financial statements and supporting documentation.

Duration and Location

The contract will be between May 2026 and run until June 2026. The main event will take place in Lebanon (likely Beirut) at the end of June 2026. Some meetings with Berghof and GIZ may be required in person or virtually. Limited travel within Lebanon may be necessary.

Institutional Arrangements

• The event planner will work under the supervision of the ACE Project Manager at the Berghof Foundation and coordinate with GIZ representatives.
• Regular coordination meetings will ensure alignment on progress, budget and program adjustments.
• The consultant is responsible for their own insurance and taxes.

Qualifications and Experience

• A university degree in event management, hospitality, project management, international relations or a related field.
• At least five years’ professional experience planning and managing high‑level events and conferences, preferably for international organizations.
• Demonstrated ability to coordinate complex logistics, vendor contracts and budget management.
• Experience with networking or dialogue events in peacebuilding or development contexts.
• Excellent organizational, negotiation and interpersonal skills; ability to work under pressure and meet deadlines.
• Fluency in English and Arabic is required; knowledge of German is an asset.
• Familiarity with Berghof’s and GIZ’s work and values is highly desirable.