Event Planner/ Communications Tender in Liberia - 28907754

Procurement Summary

Country: Liberia

Summary: Event Planner/ Communications

Deadline: 12 Dec 2018

Posting Date: 05 Dec 2018

Other Information

Notice Type: Tender

TOT Ref.No.: 28907754

Document Ref. No.: 001

Competition: ICB

Financier: Self Financed

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

79950000 - Exhibition, fair and congress organisation services

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Tender Details

Request for proposals are invited for Event Planner/ Communications Blue Ocean’s Conference.
Dear Sir or Madam,
Conservation International Foundation. (hereinafter referred to as “Conservation International”), is issuing a Request for Proposals (RFP) for a service “Event Planner” to support CI with an event which be held in Monrovia-Liberia from 18-22 March 2019. The event planner will head all event planning activities, oversee the event team, and ensure high quality delivery to international standards for this 4-day international conference.
Objective: The Objective of the 4-day conference is to change the hearts and minds of decision makers and stakeholders invested in the ocean to push new and innovative policies to protect Liberia’s coastal and marine resources. This will be done by learning from in county experts, regional case studies, and the international community. We hope this will spur communication and collaboration to improve well-being, economic security and sustainable socio-development.
Interested offerors, should indicate their interest in submitting a proposal for the anticipated agreement no later than December 12, 2018. Offerors are responsible to ensure their offers are received in accordance with the instructions stated herein section “V”. Late offers may not be considered.
Offerors are required to adhere to the Scope of Work, terms of the contract and CI’s Code of Ethics attached as an annex to this RFP. This RFP does not obligate CI to execute a contract nor does it commit CI to pay any costs incurred in the preparation and submission of the proposals. Furthermore, CI reserves the right to reject any and all offers, if such action is considered to be in the best interest of CI.
I. Background:
Conservation International has secured support from the Embassy of Sweden to host a Blue Ocean Conference March 18-22nd, 2019.
Oceans have been historically undervalued in Liberia, and across Africa more broadly, and the services that the oceans provide are often taken for granted. Therefore, we propose a two-day Blue Oceans Conference led by the Liberian Environmental Protection Agency, Liberia Maritime Authority, National Fisheries and Aquaculture Authority, the Embassy of Sweden in Monrovia and Conservation International with the aim of highlighting the threats, opportunities, and value of Africa’s coasts and oceans. This event creates an opportunity for African countries and relevant stakeholders to understand the challenges associated with marine governance and sustainable development, specifically regarding climate change impacts, pollution, illegal fishing practices, economic opportunities, and maritime security. However, more importantly, the Conference will identify opportunities and a road map for improving ocean and coastal management.
The event themes include: Climate Change and Ocean Acidification; Sustainable Fishing; Marine Pollution; and Blue Economy Participants will work across disciplines to discuss possible actions that can be taken to improve management and sustainable development of Africa’s marine resources. Specifically, this will include:
1. Call for Action – Participants will be asked to adopt by consensus a concise, focused, nationally and regionally agreed declaration in the form of a “Call for Action” to support the implementation of SDG 14. The draft “Call for Action” will be developed following rounds of governmental consultation between October 2018 and February 2019. It will be put to participants for discussion and will be regionally adopted as the main conference outcome document.
2. Registry of Voluntary Commitments – The conference will encourage participants (public and private) to register voluntary commitments that take steps to achieve SDG 14 and the 2050 AIMS.
3. Partnership Dialogues – The Conference will promote “partnership dialogues” to facilitate knowledge and experience sharing between participants as a way of strengthening international cooperation and building new innovative partnerships.
4. Increased awareness of key stakeholders to be measured by proxy through print, radio, television and social media occurrences as well as direct engagement with conference supported activities such as the beach clean-up day event.
We expect that the momentum that this inaugural event generates will be sustained well into the future. In fact, we intend to ensure that the conference leads to the launch of a comprehensive coastal and marine strategy, for Liberia that can be modelled and adopted by other coastal African countries. However, we recognize that in order to see lasting change the momentum coming out of the conference must be maintained and the commitments made during the conference must be upheld, implemented successfully and on schedule. To do this we will look at possibilities during the conference to set up an entity or identify an existing organization to ensure that momentum is maintained, ways and means to support implementation of commitments are identified, successful partnerships are built upon, and new partnerships are created.
II. Conference Logistics and Proposed Agenda

When: March 18-22, 2019 are the proposed dates. During the week participants will be

encouraged to join local partners and stakeholders for the beach clean-up exercise, with

an optional field trip which would be funded through match funding from the

Government of Liberia.

Where: The conference will be convened at an appropriate venue located in Monrovia, Liberia

Structure: Many sessions will run in parallel. Delegates will be able to move between sessions and

choose a combination of sessions to suit their needs, interests and backgrounds. The

program will be designed and scheduled to allow delegates to take on suitable

combinations of topics at all levels and will provide excellent networking opportunities

for delegates and exhibitors.

Speakers: The Government of Liberia will be invited to open the conference along with at least one

high level Swedish representative. The organizing committee will seek Key Note Speakers

who are world leaders in ocean themes and whose work influences and shapes practice.

Speakers from will be considered from around the world. Ensuring gender and cultural

diversity will be a top priority when considering speaker selection. Speaker expenses will

be covered by the Conference Organizers.

Audience: The Conference will be open to the public. However, invitations will be sent to relevant

Government Agency Representatives both within Liberia and throughout West Africa. In

selecting participants, we will aim to ensure balanced gender representation. Invitations

will also be sent to technical experts, environmental NGOs working in the region, private

partners in the region, and relevant academics throughout Africa. Conference attendees

will be expected to cover their own expenses.

Special invitations will be extended by the Government of Liberia to its partners, focal

points, and government members of the Abidjan Convention, thus requiring simultaneous

translation throughout the conference.

Social Events: A conference in Monrovia, Liberia is about more than just the academic proceedings. As

one of Africa’s most historic cities, Monrovia offers culture and history with a multitude

of options for events and excursions. A few events will be organized as part of the

program, including a welcome reception giving delegates a taste of a traditional Liberian

night life and a gala dinner.

Marketing and Promotion: A dedicated conference website will be built with an advance booking service

for delegates, and links to relevant information regarding hotels, restaurants and cultural facilities. We will develop a robust public relations program to generate media interest

before and during the conference, and to keep it in the public eye.

Management: CI together with NIRAS, Swedish Embassy and GoL will lead the development of the

Conference themes, agenda, speakers, and ensure successful completion of Conference

outcomes. To ensure seamless delivery in the Liberian setting, CI-Liberia will collaborate

with an event planner with extensive experience executing large events and has a strong

presence in West Africa and especially Liberia. The goal in procuring this service is to

maximize return on investment and ensure a seamless event planning process, including

venue selection, event marketing, meeting management and logistics, exhibit

management, registration and event technology. In addition, the Swedish firm “NIRAS”

was recruited to partner with the Government of Liberia and CI to plan and organize the

Oceans conference. NIRAS will be responsible for incorporating Swedish perspectives into

the regional conference in consultation with the Working Group (representing

government institutions) and CI.

Documents

 Tender Notice