Beschreibung der Beschaffung
Depending on the requests and needs of partners and commissioning parties, the GIZ AU projects organise up to 700 virtual and/or physical events per year. This includes events focused on a particular country (national level), but also on specific regions or the continent (regional and continental level). The exchange formats vary broadly in format, length, and number of participants. Implementing such events, significantly larger face-to-face events with participants from different countries and regions, requires a lot of resources and coordination efforts on the side of GIZ and its partners, including the booking of conference venues and accommodation for participants, securing catering, interpretation services and technical equipment as well as supporting the reimbursement of participants for expenditures such as visa and transport costs and coordinating COVID-tests.
Against this background, the projects seek to engage an experienced event management company or consortium of event management experts with regional experience and networks in Africa and a track record of having already supported different types of events on the continent, which can support the GIZ projects in the efficient, timely, and qualitative planning and implementation of events in different locations in Africa. The services require a high level of flexibility and adaptability on the contractor"s side.
The different event-related services to be delivered by the contractor are briefly outlined below and explained in more detail in the Terms of reference (ToR). They encompass three main work packages, namely:
- Event management services for face-to-face events?
- Event management services for online events
- Event management services for hybrid events
The contractor needs to ensure that the processing of any personal data involved in the planning, organising, and implementing events to be conducted adhere to the European General Data Protection Regulation (GDPR) and applicable local laws.
To ensure the timely and efficient implementation of virtual, hybrid and/or physical/face-to-face events in the different event locations in Africa, the contractor needs to ensure that they have an efficient and reliable network of experienced event management experts on the ground in Africa.
The contractor is required to ensure that there is a standard approach to planning events including standardized templates for event preparation and initial briefings before each event as well as regular briefings with the GIZ"s Event Management Team to discuss challenges, lessons learnt and possibly improve procedures.
The contractor is also required to provide the following personnel for the implementation of the tasks:
- Team leader
- Financial manager
- Expert pool with 4 up to 6 experts for preparation and implementation of virtual, hybrid and face-to-face events.
The backstopping concept of the contractor needs to include his strategy for managing and adapting to changing conditions and monitoring of performance.
The planned contract duration is from the awarding of the contract until 31/12/2026.