ThaiNGO

Plan International

Terms of Reference for Event Management Company to organize the FAIR Fish Awards Ceremony in Samut Sakhon Province

I. About Plan International

We strive to advance children’s rights and equality for girls all over the world. As an independent development and humanitarian organization, we work alongside children, young people, our supporters, and partners to tackle the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood and enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national, and global levels using our reach, experience, and knowledge. For over 80 years we have been building powerful partnerships for children, and we are active in over 75 countries.

The Fostering Accountability in Recruitment for Fishery Workers Project (FAIR Fish) is an effort to reduce forced labor and human trafficking in the seafood-processing sectors of Thailand. The project is supported by the Office of Child Labor, Forced Labor and Human Trafficking (OCFT) at the Bureau of International Labor Affairs (ILAB), United States Department of Labor (USDOL). The FAIR Fish project is led by Plan International, an NGO with expertise in addressing forced labor (FL), human trafficking (HT) and child labor (CL) among fisherfolks and seafood processors in Thailand, Cambodia, Indonesia, and the Philippines. Project implementation started in January 2019 and will end in December 2024.

II. Background

The FAIR Fish Project works with small and medium-sized enterprises and recruitment agencies to develop and promote responsible recruitment model to reduce forced labor and human trafficking in the seafood processing sectors in Thailand.   

To increase awareness and responsible recruitment model implementation among seafood processing companies, recruitment agencies in Thailand and trade association, the project is creating a  Responsible Recruitment Award to provide to seafood processing companies and recruitment agencies in Thailand who demonstrate/express their intention to adopt responsible recruitment model.

The FAIR Fish Project aims to organize 1-day Responsible Recruitment Awards Ceremony in May 2024 at Muang District, Samut Sakhon Province to present Responsible Recruitment Awards to qualified and selected seafood processing companies and recruitment agencies.

We are looking for an event organizer to help conceptualize/develop, organize and manage  the 1-day event at Muang District, Samut Sakhon Province. The event organizer will support the FAIR Fish team, working closely with project staff to implement planned activities at the ceremony forum

III. Objective of the TOR

To facilitate and organize the 1-day event at Muang District, Samut Sakhon Province in May 2024 under the direct supervision of FAIR Fish Team, the event organizer will be responsible for ensuring the arrangements, logistical, administration, and preparation of the event run in a timely and effective manner.

IV. Scope of work:

The event management company should be equipped to provide full-fledged event management support ensuring smooth logistical preparation and execution. Upon the requirement, the service provider shall identify a suitable location and venue for consideration and approval. The service provider will work closely under the overall supervision of FAIR Fish Team.

The event organizer is expected to undertake the following activities; but not limited to:

1. Production Concept.

• Propose a compelling concept idea that will generate a consistent and integrated feel of the entire activities and shall execute such concept as approved.

2. Production Set Up & Design.

• Provide for all mounting and technical requirements, including dressed up stage and backdrop, lights and sounds, special effects, multimedia projector and screen and all other equipment as may be essential to the approved production concept.

3. Venue Arrangement

• Provide FAIR Fish Team with quotations of venues in Muang District, Samut Sakhon Province to accommodate up to 100 attendances
• Secure the venue approved by the FAIR Fish Team.  
• Ensure meeting rooms is arranged and ready as per the programme
• Ensure seating arrangement as required
• Ensure all required audio-visual equipment’s are available as required
• Ensure still photo and video recording
• Ensure an IT support team to assist as required.
• Ensure catering (coffee breaks and lunches) is available for all attendances

4. Registration Arrangement

Before the Event

• Work closely with FAIR Fish project staff to arrange invitation list  
• Provide FAIR Fish Team with regular updates on registrations and registration list.
• Follow up on unpaid/pending registrations.

At the Event

• Manage registration and handout of materials at the venue.

5. Discussion forums Arrangement

• Organize 2 discussion forums during the event (45 minutes per forum with 3 guest speakers and one moderator) 
• Arrange key note papers, presenter, honorarium to be given for guest speakers
• Arrange banner, festoon and stage decoration
• Provide kits which include folder, pad, pen, keynote etc.

6. Awards and certificates Arrangement

• Manage the production of 18 plaques to be given to the 6 selected companies. Number of awards as follows;  

6 Golden Awards

6 Silver Awards

6 Bronze Awards

7. Souvenir Arrangement

• Propose a compelling concept idea of souvenir and execute such concept as approved.

        Quantity: 100 pcs

8. Food & beverage Arrangement  

• Food and beverage arrangement for 100 attendances  
• One lunch and snacks for each person
• Special snacks for guest speakers (8 persons)

9. Accommodation Arrangement

• Manage room reservations for the FAIR Fish Team (5 rooms)

10. Media Coverage   

• Prepare press release
• Produce 5 good quotes to be published via face book
• Produce 5 video clips as agreed with FAIR Fish Team 
• Arrange audio video recordings where required.
• News of the event must be widely covered by 5 leading national dailies. Clippings to be submitted.      

11. Report

• Event report writing and technical documentation (Video clips, News Clipping and photos)

V. Tasks

The event organizer is expected to:

1. Prepare a comprehensive quotation that itemizes the cost per unit, additional charges, and the total price for the requested quantity.
2. Work with project officers to prepare and perform as requested
3. Ensure the smooth operation throughout the event
4. Submit the invoice and final report

VI. Timeline

The duration of the contract will be from March 31 to June 30

VII. Deliverables

The selected event management company can work remotely and regularly meet with the FAIR Fish Project team through Zoom, MS Team, or other communication channels. In addition, the supplier will be expected to submit deliverables as explained below:

VIII. Payment

Plan International will pay the event management company according to the agreed fixed price, once the quality of delivered is approved by Plan International’s authorized person. Thai tax will be deducted from the payment in accordance with Thai law.

Payment will be made in three installments:

• 10 % up on signing
• 50 % up on the delivery of communication materials and 18 award plaques
• 40 % up on the approved final report

IX. Budget

All payment will be charged to WBS TH02466-5089-045-2611-34

X. Qualifications

The event organizer should have the following qualifications:

• At least 5 years of experience in events management and support (design, organizing, managing, and implementing high-level national & international conferences/ events)
• Proven expertise in graphic design, animation and branding of high-profile events including the development and placement of event branding materials in the venue.
• Documentation to demonstrate that the event organizer meets the qualification requirements should be provided.

XI. How to apply?

• Submit a proposal with proposed breakdown budget, work plan, work samples, company profile, CVs of core team members, and a cover letter to Thailand.Procurement@plan-international.org referencing “The FAIR Fish Awards Ceremony in Samut Sakhon Province.” by March 7, 2024.                                                                                                                                                                                        
• Selection of the consultants will be done through proposal reviews. Proposals without supportive documents mentioned above will not be reviewed.
• For more information or clarification on expected deliverables, please call Mr. Supornchai at Tel. 02-259-8284 Ext. 217.
• Only short-listed candidates will be contacted.