Terms of Reference
Event Management
Organization Overview
Palladium develops and delivers solutions that create positive impact for communities, businesses, societies and economies. We transform lives and create enduring value by working with governments, corporations and non-profit organizations. We create positive impact through more than 100 current projects with more than 2000 employees operating in over 90 countries.
Palladium implements the USAID-funded Health Policy Plus (HP+) Project. HP+ works with key stakeholders to advance health policy and financing for family planning and reproductive health (FP/RH), HIV, maternal and newborn health (MNH), and public private partnership at national and subnational levels. The project aims to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through policy development and implementation, with an emphasis on voluntary, rights-based health programs, and by strengthening in-country partners' capacity to navigate complex environments for effective policy design, implementation, and financing aligned to the existing priorities.
Background
HP+ Indonesia will be conducted series of virtual conference estimated until end of December 2020. The assigned vendor will be responsible for technical and administration matter that cover from the preparation, D-day and the post event.
Assignment
The successful vendor will have responsibility for preparation and management of all logistical issues and arrangements related to hosting a successful and professional conference. A total of seven (7) meetings/workshops are expected to be conducted and managed by the successful vendor. The vendor will be working closely with Technical Team and Operations to identify suitable service providers, as needed, and liaise with these service providers regarding and other related arrangements. The vendor will also ensure availability of an efficient secretariat and clerical/administrative support. Additionally, the vendor will oversee the invitation and registration process for participants.
Propose Timeline
Timeline for the services is based on agreed schedule when online meetings/webinars take place and started from September – December 2020.
Responsibilities
Preparation
Participants’ Management Invitations and information to participants
Send out Invitations to ALL participants, including meeting chair(s), speakers, facilitators, etc.;
follow up on invitations
Compile confirmed registration list -participants, speakers, moderator and committee
Production of Meeting documents and information materials
Arrange simultaneous interpretation for all sessions as required
Design of flyers
2. D-Day
a) Implement the run-down of event agendas smoothly and effectively.
b) Provide real time translation (Bahasa Indonesia into English, and vice versa) in the chat setting of the platform (locked for chatting, only for simultaneous translation by typing) or simultaneous interpreting.
Assign an Event Manager who will be responsible as the person-in-charge (PIC) during the event implementation and an Event Management Team to support during the event.
To anticipate for potential IT and internet network glitches, assign a dedicated Technical Support person that will provide technical back-stopping and trouble-shooting during the event and ensure seamless operations of the management of technology (IT and connectivity), including coordinate and ensure that all participants’ entries are well synchronized with the registration list and that all presenters’ material are ready for the virtual event.
Ensure smooth transition from speaker to speaker including technical components and other supporting services are in place and ready as per schedule
Ensure all events are recorded and available for sharing
Ensure that all chatting materials (translation and Q&As) are saved as additional materials for rapporteurs to use.
Post Event
In close coordination with HP+ to arrange with the online to publish the news about the event
Distribute materials to audience
Prepare the video recordings and have them ready for dissemination.
Skills & Requirements
To perform this job successfully, the Conference & Events Organizer (an individual or corporate) must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required
a) 3 to 5 years in leading high-level conference planning and event management;
b) Strong planning and project management skills and experience;
c) Excellent organizational skills with the ability to plan and meet deadlines through and with teams of people and individuals from diverse, cross-cultural backgrounds;
d) Experience in building and managing against modest budgets;
APPLICANTS SHOULD INCLUDE PROPOSED PRICE FOR WORK IN THEIR APPLICATION PROPOSAL.CLOSING DATE is August 21st, 2020. Please submit the interest to stefana.ruri@thepalladiumgroup.com
The Palladium Group provides equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.