TERMS OF REFERENCE (TOR) FOR THE PROVISION OF EVENT MANAGEMENT CONSULTANCY SERVICES GLOBAL DIGITAL HEALTH FORUM 2024

TERMS OF REFERENCE (TOR) FOR THE PROVISION OF EVENT MANAGEMENT CONSULTANCY SERVICES

GLOBAL DIGITAL HEALTH FORUM 2024

Context

The Global Digital Health Forum (GDHF) is the premier global networking and relationship-building event for public health professionals, technology vendors, donors, researchers, government representatives, and implementing organizations working in low- and middle-income countries. Scheduled to take place in Nairobi from December 4 to 6, 2024, the conference will host over 3,000 participants. Living Goods will leverage this strategic opportunity to showcase its work on digital health solutions and its efforts to strengthen community health systems in collaboration with partners.

On the margins of the conference, Living Goods will host a high-level side event at the Kempinski Hotel on December 4, 2024, co-sponsored by Children’s Investment Fund Foundation (CIFF) and Johnson and Johnson (J&J), to celebrate government commitments and progress in digitizing community health systems. This event will highlight key advancements in digital transformation, such as the integration of electronic community health information systems (eCHIS), developments in digital health policy and guidelines, and partnerships with Ministries of Health aimed at improving equitable access to critical health information and services.

In addition to the side event, Living Goods will participate in a plenary session titled “Beyond Boundaries: Scaling Digitizing Community Health Systems for the Future,” which will focus on the challenges and opportunities for scaling digitized community health systems. Additional side events may also be co-organized with partners, which are still under discussion.

Consultancy Services

Living Goods seeks a seasoned event management consultancy with a proven track record of delivering successful, impactful and well-publicized high-level events. The consultancy will be pivotal in positioning Living Goods as a leader in digital health innovations, driving government support and funding for community health workers (CHWs) to improve maternal and child health outcomes.

The consultancy will be responsible for the seamless planning, organization, and execution of Living Goods’ high-level side event, plenary participation, and other engagements at the Global Digital Health Forum 2024. This includes overseeing logistics, public relations, media engagement, marketing, documentation, branding, messaging, and administrative tasks. In collaboration with partners such as CIFF and J&J, the consultancy will also coordinate with vendors (e.g., photographers, publishers, designers, etc.) and Living Goods’ communications team to ensure all aspects of the event are managed efficiently. The consultancy’s efforts will maximize Living Goods’ visibility and impact, ensuring timely and successful delivery of all event components.

Specific Objectives

Coordination with Teams and Organization

• Collaborate with Internal Teams: Work closely with Living Goods’ Digital Health, Advocacy, and Communications teams to ensure the preparation, management, and execution of the events are aligned with global best practices. This includes aligning with organizational goals and ensuring all teams are well-coordinated and contributing to impactful delivery.
• Partnership Coordination: After an initial introduction by Living Goods’ teams, collaborate with key partners, including J&J and CIFF, to ensure smooth program execution for side events and plenary sessions. This includes managing detailed aspects such as time management, speaker preparation, MCing, finalizing talking points, and ensuring program flow.
• Vendor Coordination: Engage and manage vendors (photographers, videographers, graphic designers, printers) to ensure the timely production of banners, flyers, videos, and other event materials. Ensure that vendors capture key moments during side events and plenary sessions for use on social media and other promotional channels.

Logistics

• Event Logistics Management: Ensure all logistical aspects, mainly for the side events, are managed seamlessly, including transportation, refreshments, event setup, and attendee registration. Guarantee that all arrangements are in place, time-efficient, and aligned with event goals.
• Booth Management: In collaboration with Living Goods team, oversee the setup and operation of the Living Goods booth, ensuring it is properly equipped, branded, and staffed. Ensure the booth serves as an engaging and informative point of interaction for event attendees.
• Attendee Registration: In collaboration with Living Goods team, manage the registration process for event attendees, ensuring a smooth and efficient check-in process.
• ICT and Equipment Management: Coordinate the setup of all necessary technical equipment, including PowerPoint presentations, projectors, sound systems, microphones, and internet connectivity. Ensure all AV requirements are met, tested, and ready to support smooth presentations and interactive sessions.
• Technical Support: Ensure that technical support is available throughout the event to address any issues related to ICT, such as projectors, video presentations, and live streaming (if applicable), to ensure seamless delivery of presentations and speeches.

Program Execution

• Program Management: Ensure the side events and plenary sessions run smoothly by coordinating all aspects of the program, including timekeeping, speaker readiness, and stage management. This includes preparing talking points (in collaboration with Living Goods’ teams), briefing speakers, and ensuring they are well-prepared and confident in delivering their messages.
• MCing and Facilitation: Oversee or coordinate MCing duties to maintain a seamless program flow and ensure all sessions adhere to the event’s agenda and time limits.

Strategic Communications and Public Relations

• Communications Strategy Execution: Review, refine, add tactical details, dates, roles, new innovative tactics, and implement the high-level communications strategy prepared by the Living Goods comms team, ensuring it is effectively executed across all platforms. This includes translating and adapting the strategy for different audiences and media outlets.
• Media Engagement: Work with local and international media outlets before and during the event to secure coverage, ensuring Living Goods is positioned as a leader in digital health innovations. Coordinate media interviews, pitch stories, and manage media attendance at key sessions.
• Event Promotion: (1) Work closely with TechChange’s marketing team to promote the event’s role in advancing universal health coverage through digital technologies, emphasizing the global importance of the event. (2) Coordinate with the Advocacy team to ensure event promotion reaches target listservs and stakeholders.

Documentation and Messaging

• Content and Messaging Support: Collaborate with the communications and the advocacy teams to ensure timely preparation of key messages and talking points for speakers. Provide ongoing support to ensure all messaging aligns with Living Goods’ strategic goals.
• Content Capture: Ensure that key moments during side events and plenary sessions are documented and captured through photography, videography, and other content formats. Ensure this content is shareable on social media and other channels to amplify the event’s impact.

Monitoring and Reporting: Sow the ROI of Living Goods’ Investment in the event

• Event Outcome Documentation: Prepare post-event reports and feedback, summarizing the impact, media coverage, key insights, and takeaways from the event to contribute to the organization’s larger report out from the Global Digital Health Forum. Ensure this information is documented to show the ROI for investing in the event.
• Measuring The Impact of Online and Media Coverage: Use your own tools and/or working closely with the Communications team, monitor, document, and present a report on online engagement and engagement.

Specific Deliverables

1. Pre-Event Deliverables:

• Finalized event logistics plan (including vendor contracts, technical setup, and event flow).
• Complete schedule and timeline for Living Goods’ participation in the GDHF, including side events and plenary, with a focus on media coverage.
• Production of all necessary event materials (e.g., banners, flyers, videos) and coordination of content capture vendors.
• A fully prepared and trained speaker list with talking points and event briefs.
• Finalized media plan and secured media interviews or coverage.

1. Event-Day Deliverables:

• Smooth execution of the side event, plenary, and any additional engagements.
• Supervision and coordination of all logistics, including technical setups, registration, and vendor management.
• Documentation of key event moments via photography and videography.
• Coordinate the documentation of key event moments via media interviews.
• Real-time coordination with the comms team to ensure timely social media posts and media interactions.

1. Post-Event Deliverables:

• Post-event report, including media coverage, social media engagement, and key event outcomes.
• A repository of documented content (photos, videos, quotes) for further use by Living Goods.
• Assessment and feedback on the event’s impact and suggestions for improvement.

Required Skills and Experience

• Proven experience in managing high-level international events, with a focus on public health, digital health, or similar fields.
• Strong project management skills, with the ability to coordinate multiple teams, partners, and vendors.
• Excellent communication and organizational skills, with a demonstrated ability to execute strategic communications plans and media outreach.
• Familiarity with the use of digital tools and ICT in event management (e.g., AV setup, live streaming, digital presentations).
• Experience working with the media.
• Proficiency in working with vendors, especially in areas such as photography, videography, graphic design, and event production.

Duration of the Consultancy

The consultancy will commence on 1 November 2024 and continue through the conclusion of the Global Digital Health Forum 2024, with post-event deliverables completed by mid-December 2024.

Application Process

Interested consultants should submit the following:

1. A Capability Statement Document indicating the company’s
2. Team composition: profiles of key team members, their roles, qualifications, and relevant experience;
3. Company Capacity: Overview of the company’s expertise, past performance, including evidence of past successful event management (at least 3 high level events), similar projects executed, and resources available.
4. Evidence of successful media placement.
5. Methodology/Approach: Explanation of how the company plans to meet the requirements outlined in the RFQ/TORs
6. A quotation/budget proposal with a breakdown of costs based on actual and realistic market prices.

Please submit your application to [email protected] no later than 25 October 2024.

Event organizers: https://www.techchange.org/2024/03/12/looking-forward-to-gdhf-2024/

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