EOI for Event Management
Issue date: 9 January 2019 | EOI submission date: 23 January 2019
WaterAid is seeking Expression of Interest (EOI) from event management agencies for Enlistment under event management category. 

About WaterAid

WaterAid is a global organisation, working for over 30 years now in changing lives for
the betterment in 34 countries around the world. We work to offer clean water, decent toilets and good hygiene to underprivileged people globally, through convincing the governments to change laws, linking policy makers with people on the ground, pooling knowledge and resources, and rallying support from people and organisations from different corners of the world – altogether making lasting change happen on a massive scale.

Beginning its operations in Bangladesh in 1986, the organisation has till date collaborated with various local institutions in order to alleviate the sufferings from scarce water supply and low sanitation standards in poverty-plagued areas.

Background

Event management services are key to the outreach activities of WaterAid Bangladesh. We lead, collaborate and coordinate on various events like policy dialogues, round tables, seminars and workshops involving sector actors, the government, private businesses, media and mass audience. WaterAid believes that a very strong planned and thoughtfully structured event with the right amount of creativity and uniqueness can attract audiences’ attention and act as a platform for dialogue and dissemination.

Objective of EOI

To continue to organise events, WaterAid would like to enlist professional event management agencies with the aim to get required support through a standard bidding process. For this enlistment, WaterAid expects the event management agency to have excellent event management capacity and be able to creatively organise small and large-scale events. They should be able to study our brand, understand the purpose of the event, identify the type of audiences involved and deliver in high standard quality.

Scope of work

The applying organisations are expected to be responsible for every aspect of the event management. This includes and is not limited to:

• Venue management – all event logistics from venue
• Event hardware – stage/panels/mascots etc.
• Technical arrangements – sound/light/electronics/softwares etc.
• Printing and designing – banners/backdrops/handouts/invitation cards etc.
• Human resource support – volunteers/ushers/management staff
• Field visit arrangements – visit arrangement including travel and other logistics as required for both national and international guests in Bangladesh
• Guest invitation follow – call, email and courier support with RSVP follow up

Activities and outputs required from the agency will be on a case-by-case basis according to the set standards. The enlisted agencies will be issued an RFP over email for each work prior to an assignment, specifying the nature of event engagement and services required.

Evaluation

Interested event management agencies are invited to submit their Expression of Interest (EOI) to WaterAid. EOIs will be evaluated on 100 marks by the evaluation committee on the below technical requirements:

• Organisation profile: 20
• Technical expertise, capacity, people skills (CVs): 20  
• Years of experience in event management: 10
• Work experience reflecting the activities indicated in scope of work: 25
• Client list with contact details for reference checking: 25

Submission of the Expression of Interest (EOI) and Notes

• Last date of submission of EOI is 23 January 2019 (17:00 BST)
• The original EOI with technical and forwarding letter to The Country Director, WaterAid Bangladesh should be submitted electronically to the email address WaterAid-Tender-TA@wateraid.org with the subject “EOI - Event Management”.
• Maximum size of the EOI along with technical proposal should not exceed 12 pages; any EOI exceeding 12 pages will be disqualified
• The EOI should have documents to assess the technical capacity of the firm based on the assessment criteria; all attachments need to be put into one zip folder in the name of the firm and emailed to the mentioned email address
• Only competent agencies fulfilling the evaluation criteria will be enlisted

For any clarification on this EOI, please contact Samia Mallik at
SamiaMallik@wateraid.org by 20 January 2019.

WaterAid reserves the right to cancel the EOI at any point of time without serving any notice. Furthermore, WaterAid has its absolute discretion to suspend and disqualify any EOI or all EOIs received without tendering any reason whatsoever.