Terms of Reference for Event Organiser International Youth Day: Our Voices Our Choices

13 August 2023, on the 5th floor at Union Mall, Bangkok

1. Introduction

Founded in 1937, Plan International is a development and humanitarian organization that advances children’s rights and equality for girls all over the world. Plan International works in 71 countries across the world – in 52 developing countries across Africa, Asia and the Americas supported by fundraising in 21 countries and by 4 regional offices, 4 liaison offices and Plan international headquarters in the UK.

Plan International recognises the power and potential of every single child but this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected. As an independent organization, Plan International works alongside children, young people, supporters and partners to tackle the root causes of the challenges facing girls and all vulnerable children, supporting children’s rights from birth until they reach adulthood, and enabling children to prepare for and respond to crises and adversity. Moreover, Plan International also drives changes in practice and policy at local, national and global levels using our reach, experience and knowledge. For more information visit www.plan-international.org.

2. Background

Our Voices Our Choices: Women and Youth for Democratic Civic Space (OVOC) Project, funded by the European Commission (EC), the OVOC project will be implemented for 30 months from 1st January 2022 through 30th June 2024 in 3 countries (Bangladesh, Nepal, Thailand, together with regional outreach with Plan’s Asia Pacific regional team (APAC)). The OVOC Project is a partnership between Plan International (Plan) and four Co-applicant CSOs: Article 19, the Feminist Dalit Organization (FEDO), Phayao Youth News Agency (PYNA), and Thailand Youth Institute (TYI).

The OVOC project has seen the importance of inclusive civic space which plays a central role in our actions as the OVOC project aims to address the needs and constraints of youth and women in all their diversity including Dalits, LGBTIQ+, persons with disabilities and other excluded groups, as they are often overlooked, suppressed and underestimated, and are not taking part in decision making.

The overall objective of the Project is: to support and empower civil society in protecting and promoting democracy, human rights and fundamental freedoms worldwide. This is to ensure that young people and especially women and girls in target communities in Bangladesh, Nepal and Thailand (also the broader Asian region) enjoy fundamental human rights and are actively engaged in improving their lives and communities through inclusive, effective, pluralistic and representative civic participation with a focus on inclusive civic space.

3. Objective of TOR

The objective of this event is to design and organize a comprehensive event to create a meaningful and impactful experience that celebrates and addresses the needs and aspirations of young people to make the whole event attractive and interesting for young people around 150 participants on 13 August 2023, on the 5th floor at Union Mall, Bangkok.

4. Tasks/Methodology
   • Propose design and measure each space to ensure the layout of the event is aligned with concept notes.

• • The event organizer has to propose a compelling central idea that will generate a consistent and integrated feel of the entire activity and execute such concepts following the reference of Plan International.
  • The event organizer shall provide for all mounting and technical requirements.
  • Organize facilities and manage all event details such as decorating the meeting room and venue, entertainment, location, equipment, etc at the venue.
  • The event organizer will support the Plan International Team, working closely with project staff to implement planned activities at the 5th Floor Union Mall and prepare all equipment, services, and facilities in and around the meeting rooms.
  • Managing set-up, tear-down, and clean-up operations.

5. Deliverable/ output

Under the overall of event, the organizer will implement the following tasks:

Deliverable A – by 31 July 2023

• • Submit 3D rendering perspective including layout and design for the whole space of the event including ideas that consist of Plan International as .Jpg/.Png/.Tiff files, image resolution (3840*2160) or (7680*4320).
  • Design the activity in scope of “My Dream Country”

Deliverable B – by 12 August 2023

• • Set up the event within 10.00 PM.
  • Paint the backdrop size 1*1 Meters (The size would be changed) by the concept of Plan International as attached.
  • Paint the hopscotch on the floor. The size 1*2 Meters (The size would be changed).
  • Paint the activity event in scope of “My Dream Country”
  • Decorate the stage Zone B and Studio Room No.2,3 and 4 of the 5th Floor Union Mall
  • Set up the lights and sounds of the stage Zone B and Studio Room No.2,3 and 4 of the 5th Floor Union Mall
  • Set up the multimedia projector and screen of Studio Room No.2,3 and 4 of the 5th Floor Union Mall

Deliverable C – by 13 August 2023 (Before 11 AM.)

• • Ensure that service maintenance/technicians are promptly available as would be required for all equipment/services and facilities in and around the Zone B and Studio Room No.2,3 and 4 of the 5th Floor, Union Mall.

Deliverable D – by 13 August 2023 (During the event 12.00-20.00 PM.)

• • Support the Plan International Team, working closely with project staff to implement planned activities at the 5th Floor Union Mall.
  • Take care of all equipment in the event and check its completeness.

Deliverable E – by 13 August 2023 (After the event 20.00-22.00 PM.)

• • Tear-down, and clean-up operations.

6. Schedule
   • 2 weeks before the event: Submit proposal for the layout and plans of the event.
   • 1 day before the event: Set up the event within 10.00 PM. on 12 August 2023.
   • On the event: Take care of the equipment in the event and check its completeness.
   • After the event: Depository all equipment after the event ends.