The objective of services and overall impact: :
Closed online meetings (workshop and working group activities);
Provide technical IT support, online meeting management services and other necessary support, including pre-registration and creating a participants’ list, screenshot taking and video recording. Simultaneous interpretation (English-Japanese) needs to be provided 3 times, about 1.5h each.
Open symposium (Hybrid);
Provide technical support to organize a hybrid meeting, conference management services and other necessary support, including pre-registration and creating a participants’ list, on-site registration and video recording. Simultaneous on-site interpretation (English-Japanese) needs to be provided.
Expected and clearly defined output from the service:
Setting up and smooth operation of an online platform for the workshops and working group activities, normally once in a given month between May 2026 and February 2027, and a hybrid platform for a symposium in March 2027.
- 7 events will be held online
- 1 event will be held in hybrid manner.
Activities required to reach this output:
Closed online meetings (workshop and working group)
- Participate in preparatory meetings. One at the beginning of the contract or before the first online meeting, and a second one before the hybrid meeting, as well as 3 preparatory meetings with interpreters for each workshop, for up to an hour each),
- Prepare the online platform (i.e., virtual like Zoom)) and make logistic arrangements (e.g. IT support, including operation of breakout rooms, screenshot taking and recordings) for each meeting.
- 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 event (e.g., online registration and create participants’ list, communication with the platform member universities for the logistical support) in Japanese.
- Arrange simultaneous interpretation (English-Japanese) services for 3 online workshop meetings 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).
Open symposium (hybrid)
- Participate in preparatory meetings (one or two times up to an hour each).
- Prepare the hybrid platform (i.e., virtual like Zoom; including necessary equipment for hybrid system set-up, for simultaneous interpretation (English-Japanese), etc.) and make necessary logistical arrangements and operation (e.g. IT support, on-site registration/name tags/name plates for speakers, time keeping);
- Render technical assistance as required for the symposium, in advance and during the hybrid event (e.g., online pre-registration and creation of participants’ list, venue set-up).
- Arrange simultaneous interpretation (English-Japanese) services. Preparatory meeting for the interpreters will be held before the symposium or during break time, on the day of the symposium.
Inputs required to perform activities:
Expertise in online, hybrid and on-site meetings
Coordination skills
Arrangement of the conference management
English and Japanese fluency
Providing/Arranging qualified simultaneous interpreters (English – Japanese)
Cooperation with UNU-contracted audio company might be required for hybrid symposium in March, depending on venue
Deliverables:
Overall events
- Provide a quotation (before) and invoice (after) for each event.
Closed online meetings (workshop and working group)
- Record and compile data of the workshops and working groups, such as screenshot data, video and audio recordings, registration & participants’ list, attendance record.
Open symposium (hybrid)
- Provide logistical support and arrangement to organize hybrid symposium, including pre-registration & participants list, on-site registration, name plates for speakers, name tags for on-site participants, etc.
- Recordings of the symposium.
Delivery Schedule:
Delivery date: 07/04/2027 (For Goods)
- Actual participant list, video recording and screenshots of the workshop would be expected to be delivered within a week from each event.
The final delivery would be 07/04/2027.
Contract Start date: 01/05/2026 (For Services)
Contract End date: 31/03/2027 (For Services)
First event middle/end of May, one event in June, July, September, October, January, February, and March. Final schedule tbc.
