RFP-2021-24: Meeting Conference Coordinator

Scope of the Work
The consultancy will be divided into phases. Phase 1 will be to prepare technical documents for the conference. These include:
• Gantt chart for the conference listing expected completion dates for conference activities
• Description of conference structure and identification and contracting of online technologies to support the meeting, including interpretation, based on input from the Secretariat
• A written call for abstracts including the following information: the title and date of the conference, the objectives of the conference, the main themes and expected outcomes, instructions for submitting abstracts, details of where the abstracts should be sent, closing date of the request for abstracts, and date when the prospective presenters will be informed of the results.
• A brochure containing the preliminary program and featured speakers, conference objectives, and expected outcomes
• A detailed programme, including the lists of speakers, panel participants, titles, and abstracts with the names and an information note describing registration information and logistics
• A final program, which should include: A detailed schedule of speakers and affiliations, final abstracts of conference papers, welcome remarks and a description of the conference and expected outcomes and a list of members of the Secretariat and other technical groups;
• The conference registration form
• A document describing plans for translation into French, Spanish, and Russian.
Phase 2 will be to support the conference. The structure is still to be fully decided by the Secretariat, but will likely be held over 6 days with each day focused on a theme. Each theme will be addressed by up to 4 speakers with roundtables, panels, and debates being used to elaborate conference papers/guidelines. In this phase the consultant will be expected to:
• Manage the pre-conference registration from participants
• Manage attendance of online sessions and timing of sessions
• Ensure a technical person is available to collect pre-recorded presentations and assist panel discussants during the online sessions
• Providing a note-taker during the sessions
• Audio record all sessions
• Issue, collect, and analyze all evaluation forms from the conference sessions
• Produce conference proceedings – including a website that houses all abstracts and conference outputs
• Oversee the contracting of all service providers, suppliers, and other consultants involved in the organization of the conference: online venue, translators, note-takers
Duration: 4 months
“For details on the activities and expected outcomes please refer to the attached RFP document,