Needed Events Coordination Services

1. Organizational Overview

1.1 Brief About Jordan Valley Links (JVL)

It is a five-year project (2016-2021) funded by MEDA and Global Affairs Canada. MEDA is a not-for profit organization whose mission is to create business solutions to poverty. It was founded in 1953 by a small group of businesspeople who saw the need to invest with and provide support to entrepreneurs and communities to help them take advantage of economic opportunities. MEDA’s work is founded on respectful interaction with communities, supporting women to rise above the social and cultural barriers that stand in the way of success and improved livelihood. MEDA’s projects cover over 30 countries in Africa, the Middle East, Latin America and the Caribbean, Asia-Pacific, and Europe.

The ultimate outcome of the project is to increase the contribution by women and youth to Jordan’s economic growth. JVL will seek to support women and youth in the Jordan Valley to seize new opportunities in targeted sectors and in turn become strong economic actors. JVL uses two main approaches to achieve this goal:

• Improving women’s and youth’s entrepreneurial and business acumen through capacity building and market linkages;
• Working with communities, families, and market actors to reduce barriers to entry for enterprise development for women and youth.

JVL works in the Jordan Valley and surrounding areas to directly support 25,000 women and youth entrepreneurs (WYEs) in increasing their incomes and their contribution to Jordan’s economic growth. A further 25,000 individuals are expected to benefit indirectly from the project’s initiatives in different sectors: food processing, community-based tourism, clean technology, and other sectors.

1.2 Event Overview and Objectives

Event duration: Two days.

Date: Late November 2019, exact date to be determined

Event Activities: The event is divided into three parts:

i. A conference for privately invited guests and organizations consisting of thematic sessions and panels.

ii. The second part is an indoor bazaar, featuring the products and services provided by JVL’s clients.

iii. A photo exhibition highlighting JVL’s work.

1.3 Event Objectives

MEDA JVL has two main objectives with the event:

i. Promote learning among peer organizations and the private sector around market-systems programming and the challenges of working in Jordan.

ii. Showcase the clients and increase their sales by exposing their products and services to a wider market.

iii. Raise awareness of JVL’s work and accomplishments among peer NGOs, government officials and the private sector, and increase the organization’s visibility among these groups.

2. Statement of Work

2.1 Purpose of this RFP

JVL is looking for proposals from an Amman-based event production company who can fulfill the required responsibilities and help us execute a successful event. The deadline for submission of proposals, including a financial proposal and plan, is September 7, 2019.

2.2 Reference Number for Applications

Jordan Valley Links Project (JVL) King Abdullah II Street, Building 367
Amman, Jordan
Tel +962 6 582 2335
Fax +962 6 581 2335
[email protected]
www.meda.org

2.3 Process for Questions

Submission of Questions or requests for clarification in writing via email to [email protected]

2.4 Application Requirements

Please submit a company portfolio and any relevant video or photography samples from earlier events organized by your company along with the completed proposal.

3. Scope of Work and Requirements

JVL expects that the events company will provide and manage the following services:

3.1 Planning and Logistics

• Selection of the venue
• Floor plan
• Podium for speakers
• Sound and light systems, as needed for the event
• Screens, including multi-panel screens
• Arrangements for people with disabilities (wheelchair-accessible areas)
• Obtaining government approvals as needed, for example permissions related to the bazaar
• Careful assistance with set-up of the bazaar. It should be kept in mind that clients may have specific needs for their booths, including access to electrical outlets.
• Provide children’s activities during the event days

3.2 Marketing and Branding

• Design and printouts, including any creative artwork needed
• Assistance with media coverage: contacting radio stations, bloggers, and providing television coverage
• Assist with sponsorships
• Printing and display of client photos for the Photo Exhibition (photos to be provided by the JVL team)
• Entertainment, including traditional music, cultural theme, and band. This is open to suggestions from the event company’s side

3.3 Details for Event Plan

Event scheduling:

• The conference will be held on the first day, and its conclusion will be followed by the opening of the bazaar and photo exhibition.
• The bazaar and photo exhibition will be open to the public and continue into Day 2.

Bazaar layout:

• The bazaar is to be held indoors and to feature between 30-40 different businesses from the different sectors included in JVL’s projects.
• The bazaar will ideally be separated into sectors, representing the different sectors of the projects (clean technology, food processing, community-based tourism, and others).

Photo exhibit layout:

• The photos should be displayed in an exhibition style around the floor of the bazaar showing room.
• The exact number of photos will be provided later.