Event Planner: Urban Resilience Forum (Consultant)

Background:

The Climate Resilient Cities (CRC) project, in partnership with USAID, is a five-year initiative aiming to enhance cities’ adaptive capacities to climate change. Six cities—Batangas, Legazpi, Iloilo, Borongan, Cotabato, and Zamboanga—are part of the CRC project, focusing on climate data utilization, access to finance, and nature-based solutions.

Based in Manila, the Urban Resilience Conference, scheduled for April 22-23, 2024, aims to share project milestones, successes, and challenges. The event seeks to gather practitioners to identify best practices in climate resilience, focusing on climate data, climate finance, and nature-based solutions (NbS). The targeted number of participants is between 200-250 pax.

The main objectives of the Conference:

1. Share best practices of successful resilience projects.
2. Identify policy challenges and gaps in city resilience.
3. Network with practitioners in climate resilience.
4. Showcase work of organizations in climate resilience.
5. Facilitate collaboration among stakeholders.

Participants of conference (not an exhaustive list):

1. National Government: DOF, CCC, DILG, DBM, NEDA, DENR, PCIC.
2. Private Sector: Ayala Corporation, PDRF members, NRC members.
3. Development Partners: UNDP, ADB, GGGI, GIZ, UNHabitat, NRC, etc.
4. Funding Agencies: USAID, GIZ, DFID, etc.
5. Local Government: Highly urbanized cities, component cities.

Scope of Work:

Contract Period: Start after signing of contract until April 24, 2024.

CRC is seeking a highly skilled and experienced Event Planner to coordinate and execute the Urban Resilience Conference, scheduled for April 22-23, 2024. The successful candidate will be responsible for overseeing all aspects of the event, from venue selection to participant coordination, speaker confirmation, coordinating booth logistics ensuring the seamless execution of workshops, booth coordination, and thematic elements.

Key Responsibilities:
1. Project Coordination:

a. Develop a comprehensive project plan and timeline for the Urban Resilience Conference in collaboration with the ad hoc CRC event organizing team.
b. Coordinate with various stakeholders, including the Climate Resiliant Cities (CRC) project team, government agencies, private sector partners, and development organizations.
c. Coordinate sending and tracking invitations and responses.
d. Confirm speakers and participant attendees as well as exhibitors.

2. Venue and Logistics:
a.Identify and secure suitable venues for the conference, ensuring they meet the requirements outlined in the terms of reference.
b.Coordinate logistics, including equipment, accommodations, catering, and transportation for speakers and participants.

3.Program Development:
a. Work closely with the ad hoc organizing team to refine the proposed program, ensuring alignment with conference objectives and participant expectations.
b. Develop and implement strategies to engage participants, including workshops, panel discussions, and thematic sessions.

4. Participant Coordination:
a.Create and manage a comprehensive list of participants, including local and national government representatives, private sector stakeholders, and development partners.
b. Coordinate the invitation process and manage RSVPs, ensuring a diverse and representative audience.

5. Workshops and Booth Coordination:
a. Organize workshops based on identified themes, collaborating with outcome leads and thematic speakers.
b. Coordinate with booth participants, ensuring a well-curated and engaging exhibition that aligns with the conference focus.

6. Budget Management:
a. Develop and manage the budget for the Urban Resilience Conference, ensuring cost-effectiveness and adherence to financial guidelines.
b. Provide regular updates on budget status to the ad hoc organizing team.

Qualifications and Skills:

1. Proven experience in planning and executing large-scale conferences or events.
2. Strong project management skills with attention to detail and ability to meet deadlines.
3. Excellent communication and interpersonal skills for effective stakeholder engagement.
4. Experience in coordinating workshops, thematic sessions, and exhibition booths.
5. Budget management skills with the ability to maximize resources efficiently.
6. Familiarity with climate resilience or related fields is an advantage.

Required Documents:

1. Event planner/s CVs
2. Cover letter outlining experience
3. Detailed event proposal addressing key aspects of the Urban Resilience Conference
4. Financial proposal

Criteria:

1. Relevant Experience (30%)
2. Event plan and Workplan (30%)
3. Financial Proposal (40%)

PAYMENT:
Payment will be made in three tranches:
1. Draft of Event Budget and Logistics Plan (25%)
2. Confirmation and set-up of Event Venue and Catering Services (25%)
3. Conduct of the Actual Learning event (50%)

Detailed Request for Proposal may be viewed by clicking this link.