Event management for organizing the national workshop of Heifer International Bangladesh in Dhaka

BACKGROUND:

Heifer International is a global nonprofit organization dedicated to helping farming communities around the world lift themselves to self-reliance. Since it began operations in 1944, Heifer International has helped more than 46.4 million families break the cycle of poverty in over 125 countries and currently working in 19 countries. Heifer International Bangladesh (HIB) is currently working across six districts of the country through 51 cooperatives and promote beef, dairy, goat, flower, and vegetable as primary value chains along with poultry as secondary value chains to achieve living income benchmark.

ABOUT THE WORKSHOP:

HIB is planning to arrange a learning sharing workshop named ‘Market Movers: Women Farmers and Livestock Driven Agribusiness’ in Dhaka focusing on disseminating the seven years’ experience of implementing ‘Economic Enhancement through Strengthening Beef and Goat Market System (EES)’ project and will reflect on Heifer’s ‘Caring for Earth’ approach along with women led economic empowerment, access to finance, women led climate smart agriculture and agri-based entrepreneur development leaving no one behind.

The workshop will be attended by more than 150 participants including government stakeholders, donors, partners, beneficiaries, and HIB staff, etc., and is scheduled on 26 June 2024, at the Hotel Lakeshore, Gulshan, Dhaka 1212. This workshop will illustrate HIB intervention impact through visual demonstration, presentation of learnings, audio-visual, display booth/demo models made with cork sheet/clay.
Therefore, an event management firm will be hired to arrange the event.

RESPONSIBILITIES OF THE EVENT MANAGEMENT FIRM:

The event management firm (contractor) will be responsible for the following tasks:

Venue Decoration

The vendor will analyze the venue space and provide the number of branding and visibility items needed for the event. The HIB team may choose to include or exclude items based on final planning with the vendor after being awarded. The items must include but not limited to:

  • Stage with the digital backdrop, promotional cutout as per proposed design. Mnemonic and logo cutout in front of the stage, floor carpeting, branded podium, guest view screen, LED projections, digital display, and name plate (acrylic), light box.
  • Head table and chair for maximum 7 guests, sofa/chair for plenary session, sofa in front row for special guests, round table with 6 chairs for each [venue will provide]
  • Standee with lighting, long festoon in entrance or the way of program
  • 4 display booth/stall showcasing Cooperative office structure, Cooperative business model (vermicompost, spices, oil, cooperative digitalization-Coop360 laptop PowerPoint). A dummy model to be created consists of standard cow and goat shed, biogas, solar irrigation, canal house, vegetable pheromone trap, flower garden, hatching pot, yellow stick innovation and fodder.  All the booths need the proper setup of electric connection for the relevant device, screen, backdrop (as per booth size) and adequate lighting.
  • Adequate sound systems (battery and alternate set of wireless microphones should be there as backup) and proper lighting.
  • Photobooth/selfie booth (12 feet by 8 feet; sticker print on wooden board) with a cut out logo Infront.
  • Reception corner (adequate size table and chair) with glass bowl to collect visiting card.

Promotional item

  • File folder as per program branding. Size- 9 X 12 inch, 350 gsm art card, 4 color print both side, pockets, mat lamination, die Cutting (aprox.150 copies)
  • Notebook as per program banding. 350 gsm Swedish cover,80 gsm light yellow offset paper, 25 sheet (25 x 2=50 page), print- 4 color cover, one color inner (150 copies)
  • Invitation card: one page, both side print; paper: 350 GSM art card/Swiss board; 4 colors; spot & ambush matt laminations print.
  • Pen with program name, blue pen with golden border is preferable (150 copies)
  • Ribbon and name base card with program name and logo (150 copies)
  • High quality branded jute bag/tote bag with project branding to carry promotional items (150 copies)
  • Souvenir from HIB for the participants (vendor to propose ideas for items in mid-range cost)

Produce HIB program documentary:

  • Create a 6-8 min audiovisual showcasing Heifer Bangladesh country program's technical areas, approach, impact, and results. The AV will be presented during the event and must be finalized a week before the event.
  • Craft script and storyboard for the AV. Conduct thorough filming at key program locations of HIB.
  • Capture photographs at the locations of selected interventions for conducting the shooting.
  • Provide a fully produced AV with voice-over, color grading, text animation, and subtitles for a comprehensive HIB program documentary.
  • The agency will deliver all raw footage and raw photos to the client within 7 working days

Anchor and Ushers

One anchor (preferably female) to facilitate the program. 2 women and 2 men ushers for assisting registration, guest management and other stage activities.

Documentary, Media coverage & Visibility materials

  • Event documentation: Videography and photography at the event; 5 min edited of event AV
  • Live broadcasting will be through HIB social media channel (Facebook and LinkedIn).
  • A brief event report highlighting the outcome, recommendations and impacts with necessary documents and photographs and quotes.
  • Media coverage: 2 nationally renowned Television (preferably Channel I, ATN news, Dipto TV, DBC etc.) and minimum 2 national newspapers (preferably Prothom Alo, Daily Star) both in online and ensure minimum 2 hard copy version news. Press release for the print media.

DURATION OF CONTRACT:
Till 30 June 2024 (Tentative)

DELIVERABLES:
The event management firm (contractor) will deliver the following outputs:
A day-long workshop at the Lakeshore Hotel attended by around 150 guests, maintaining a high-level standard and in compliance with the items specified in the ‘Responsibilities of the Event Management Firm’ section. Organize and coordinate all aspects of the workshop, including venue setup, guest registration, program flow, catering arrangements, audiovisual equipment, and any additional requirements outlined in the event plan. Implement contingency plans and troubleshoot any unforeseen issues that may arise during the event to ensure a smooth and memorable experience for all attendees. Provide post-event documentation and reports to the client for review.

PLACE OF DELIVERY:

Hotel Lakeshore, Dhaka

RESPONSIBILITIES OF HEIFER INTERNATIONAL BANGLADESH:

HIB will be responsible for the following:

  • Booking the venue.
  • Arranging food and snacks.
  • Provide texts/content for workshop-related materials.
  • Review the design of the workshop-related materials and approve them accordingly.
  • Identify and liaise with guests to ensure their attendance.
  • Assist in providing information for press releases.

WORKING EXPERIENCE

  • Look for a company/agency with a proven record of successfully organizing a variety of events, such as corporate, social, cultural, government & INGO events.
  • The firm should be able to offer creative and unique event concepts and ideas that align with the HIB theme and vision for the said event.
  • Previous experience in event management preferably in the mentioned hotels in Dhaka
  • Ability to manage intricate details, from logistics to guest experiences and should be adept at handling unexpected challenges and changes with grace and efficiency.

EVALUATION

Interested agencies need to submit both financial and technical proposals to avail themselves of this opportunity.

Technical proposal parameters

To be eligible for the job, proposals must include the following:

  • Brief profile – Capability statement including profiles of professionals/staff to be engaged with this activity. - 10 %
  • Client list – Mention only the relevant ones. Names, company, or organization, and contact information of three recent (within the past 2 years) companies/organizations that you have worked for. - 10%
  • Experience/ Sample: Sample of previous production as per mentioned deliverables (provide online workable links. Please do not provide irrelevant photo/video/information) - 30%
  • Scope of work & layout: As per the RFQ, provide scope of work and propose venue layout. – 50%

Financial Proposal

Agencies need to submit a financial proposal that includes a separate pricing breakdown for each of the deliverables. The pricing must include applicable tax and vat rates. The proposal must include another price breakdown for every individual item.

ADDITIONAL REQUIREMENTS

  • Legal Compliance: The vendor must submit detailed CV outlining experiences and portfolio, all necessary legal documents (NID/trade license/BIB/TIN/PSR (Proof of Return Submission), and any other applicable licenses, along with the quotation.
  • Payment Terms: Payment will be made through cheque/BEFTN/RTGS/DD to the respective vendor after receiving the delivery challan and invoice. No advance payment will be allowed before the delivery of work/services.
  • Tax Deduction: VAT & TAX should be deducted at source as per government rules.

SUBMISSION DETAILS

The bidders must submit One (1) copy of each of the Technical and Financial proposal in 2 (two) separate files clearly marked on the document tittle as “TECHNICAL PROPOSAL” and “FINANCIAL PROPOSAL” via email to the Mail ID: info.bangladesh@heifer.org by 27 May 2024, 2 pm Bangladesh Standard Time. Please mention ToR reference as subject line on the subject line of the mail.

Office Address: Gold House, House # 38, Flat # 5B (5th Floor), Road # 11, Dhanmondi, Dhaka

For any query related to this ToR, please contact: Ms. Shrabanti Debnath, Mobile: +8801677671599.