Terms of Reference for Provision of Events Planning Services for Tilitonse Foundation Corporate Events

Link to PDF copy of TORs: https://t.ly/yqG0N

Introduction

Tilitonse Foundation partnered with Comic Relief and the Foreign, Commonwealth and Development Office of the UK Aid to implement a programme called SR20 Shift the Power Programme. The programme is expected to run from 2022 to 2030 in phases. The primary objective of the programme is to strengthen and develop the capacity of local Civil Society Organizations to ensure that they are independent and resilient in order for them to effectively execute their mandates. It will do this by strengthening the capacity and sustainability of locally led CSOs in Malawi, Zambia and Ghana through anchor partners Tilitonse Foundation, Zambian Governance Foundation and Star Ghana & the West African Civil Society Institute respectively.

Objectives of the work

The Foundation would like to engage the services of an Events Planner to support the hosting of two events in April 2024. The overall objective of this assignment is to organize, manage and coordinate all logistical aspects of a workshop and a networking session involving local and international delegates.

Scope of work

The event will take place from 22nd to 25th April, 2024, therefore the planner shall be engaged for a period of 12 billable days from 11th March,2024. The duties and responsibilities of the event’s planner will include but not limited to:

  1. Planning and executing the event in line with set objectives.
  2. Drafting and sending out invitation letters to stakeholders
  3. Liaising with service providers such as hotels and transporters to ensure smooth coordination of all aspects of the event.
  4. Identifying and securing suitable venues that can accommodate both local and international delegates comfortably within Lilongwe and Salima.
  5. Coordinating logistics including transportation, accommodation, catering and any other necessary arrangements for both local and international delegates.
  6. Providing regular progress updates to the organizing committee and addressing any issues that may arise during the planning process.
  7. Managing onsite coordination and support during the event to ensure everything runs smoothly

 Details of the events

The convening event presents a valuable opportunity for colleagues from Comic Relief, FCDO, and the three Anchor Partners (Tilitonse Foundation, Zambian Governance Foundation and Star Ghana & the West African Civil Society Institute) to gather and exchange insights on their progress in the StP journey. Over the course of four days, from April 22nd to April 25th, 2024, participants will convene in Salima. The event aims to facilitate knowledge sharing and mutual learning among 30 delegates.

Following the four-day event in Salima, there will be a networking reception in Lilongwe, providing a relaxed setting for discussions and building relationships among different stakeholders. This gathering offers a chance for different players in the Shift the power movement to create stronger connections and collaborate more effectively towards their shared goals.

Expected deliverables

The events planner shall be responsible for the following deliverables:

  1. Attend an inception meeting for the assignment.
  2. Draft an invitation letter to be approved by Tilitonse Foundation’s Chief Executive Officer
  3. Send invitations letters and make confirmation of attendance.
  4. Arrange airport pick-ups and drop offs for international delegates.
  5. Book and confirm venue.
  6. Successful execution of events.

Experience

The Foundation is seeking for the services of a professional or a firm to plan and manage the April convening event in Lilongwe and Salima. The firm/individual must possess the following:

  1. Proven experience in event planning and management, with a track record of successfully executing a variety of events.
  2. Excellent interpersonal and communication skills, with the ability to prioritize and work with minimum supervision
  3. Problem-solving abilities, creative and attention to detail.
  4. Must possess a Bachelor’s degree in Event Management, Hospitality Management, Marketing, Business Administration, or any related field.

Application details

Interested applicants should submit a technical proposal providing proof of conducting a similar assignment detailing the nature of the assignment and what was their role, accompanied by a financial proposal by email to submission@tilitonsefoundation.org and copying to t.nkhoma@tilitonsefoundation.org with the subject line “Event Planning” before or by 5th March, 2024.

The Foundation values and appreciates all applications but only short-listed applicants will be contacted.