Online and hybrid logistic support for PDT and SDG-UP conference management

Expected output from the service:

Setting up an online/hybrid platform for the workshops and working group activities, normally once in a month from April/May 2024 to March 2025.

• 7 events will be held online.
• 1 event will be held in hybrid manner.
• Providing technical assistance to the organizers, presenters, and participants of the events.
• Providing other necessary support for workshop operation, logistical arrangements.
• Organising interpretation services for 3 online workshops.
• Providing distribution address/es for the participating universities when necessary

Tentative agenda:

• 3 workshops:
  • Greeting/Introduction
  • Speaker presentation
  • Q&A
  • Group discussions

• 3 working group meetings:
  • Greeting
  • Working group discussions
  • Results presentation by each group

• 1 mid-term presentation:
  • Greetings
  • Presentations
  • Discussions

• 1 symposium in March:
  • Greetings
  • Presentations
  • Q&A
  • Closing speech

Activities required:

• Participate in preparatory meetings (one or two times per event for up to an hour each),
• Prepare the platform (i.e., virtual like Zoom; hybrid system set-up) and make logistic arrangements (e.g. IT support, transportation);
• Render technical assistance as required for the workshop and working group activities and to the participants for their participation, in advance and during the online/on-site event (e.g., online registration and list compilation, follow-up management of participant list, communication with the platform member institutions, venue set-up).
• Provide other support for the operation (e.g., time keeping, photo taking, data organization, management of zoom’s breakout rooms, recording of the online meetings, arrangement of interpreters (for three sessions only))
• Arrange the interpretation services (3 times) and set the preparatory meeting with the speaker to check the vocabulary and content (once per event that has an international speaker; around one hour)

Selection criteria:

• Expertise in online meetings
• Coordination skills
• Arrangement of the conference management and interpreters
• English fluency
• Providing/Arranging quality interpretation

Deliverables:

• Record data of the workshops
• Photo data of the workshops/working group activities
• Organize registration & generate registration list/attendance record

Delivery Schedule:

• Actual participant list, survey (feedback) result, video recording and screenshot of the workshop would be expected to be delivered within a week from each workshop.
• The final delivery would be April 2025.
• First event at the end of April or middle of May, one event in June, July, September, October, November, one in either December or January, one in March. Final schedule tbc.