ThaiNGO

TOR for Consultant

The 7% Project: Event Organizer for Award Ceremony on Road Safety

Background

According to the World Health Organization, road traffic accidents are responsible for more than 1.2 million deaths globally each year, with motorcycle accidents accounting for nearly a quarter of these deaths. In 2012, 14,059 people were killed on roads in Thailand, resulting in a road death rate of 36.2 per 100,000 people. Road accidents are the second leading cause of death of Thai children. Most children travel on motorcycles daily, and while Thai law mandates helmet use for motorcyclists, only an estimated seven percent of children wear helmets. Research indicates that helmet use is the single most effective means of preventing injury among motorcyclists; it reduces risk of death by 40% and severe head injury by 70%. Without coordinated efforts to establish a culture of helmet safety, more children and adults will risk their lives and health on roads. The project’s four components are:

• Education – teaching children the importance of and how to wear helmets, using peer influence to change behaviour
• Police Engagement – working with teachers, parents, and police to ensure that children wear helmets every time when riding motorcycles
• Media and Outreach – campaigning to include helmets as part of school uniforms, and conducting nationwide messaging, events, advocacy, and social mobilisation efforts
• Adaptation – designing helmets that youth want to wear, and providing opportunities for children to customise their own helmets

Scope

The Award Ceremony is a commemorative event hosted annually by Save the Children to inspire and recognize the important work of road safety practitioners in ensuring children’s safety and cultivating road safety culture in communities. The following are the objectives of the Award Ceremony:

1. To showcase past success stories and raise awareness around Save the Children’s 2018 campaign-focus on the inclusive approaches to creating “School Safety Zone” for children in Bangkok through an interactive exhibition.
2. To inspire and recognise the active participation of schools, communities, and police Helmet Ambassadors in promoting road safety practice under the 7% Project through an award-giving ceremony.       In close consultation with Save the Children, the Consultant will review the event concept notes and recommend the articulation of proposed topics and the format of the event. Furthermore, the Consultant shall design the promotional plan and secure media presence to boost the events profile in keeping with the 7% Project’s goals.The event, promotional plan and materials must be designed and executed in close consultation with Save the Children to ensure proper branding, key messages, and policies of the organisation. Under overall guidance of SCI management team, PDQ director and Senior DRR and Road Safety Programme Coordinator, the primary consultation focal points include:
3. Approach:
4.        As an integral part of the 7% Project campaign, the successful Consultant will have responsibility for the planning, preparation and management of all logistical issues and arrangements for (1) the interactive exhibition and (2) award-giving ceremony, taking place under this Award Ceremony Event.

• Road Safety Project Coordinator
• Road Safety Project Officer
• Media and Communications Coordinator

Key Deliverables

1. Interactive Exhibition

• Exhibition design, organisation and management
• Design and develop event content, agenda, and format based on the SCI’s 2018 campaign on “School Safety Zone”
• Organise and manage an interactive/immersive exhibition. The exhibition will run simultaneously alongside the award-giving ceremony.
• Audio visual and material production
• Support the preparation, production and efficient distribution of materials that will be used for the exhibition.
• Design and printing of banners for the exhibition.
• Promotional video featuring campaign on “School Safety Zone”
• Material delivery
• All materials produced are made available for Save the Children in hard copy and soft copy. The soft copy of the material is delivered in external hard drive and, if applicable, online storage in international standard and readily accessible formats
• Materials are delivered in high quality and produced in conformity to Save the Children’s guidelines, policies and requirements
• Materials and/or media platforms produced in relation to the event must be available for Save the Children to readily access, co-manage, amend and maintain
• Award-Giving Ceremony
• Event design, organisation and management
• Event content, agenda, format
• Organise and manage the event throughout the process 
• Participant’s management
• Arrange and manage participants’ registration on site.
• Administer registration of participants through an online database. 
• Promotional plan and PR
• Pre-event PR campaign
• Media relations and media coverage of the event
• Interpreter and equipment
• Estimate for 10 devices.
• Interpreter Thai to English and English to Thai.
• Audio visual and material production
• Support the preparation, production and efficient distribution of materials that will be used at the event.
• Promotional video featuring success stories
• Photo and video footage of the event
• Support the design and production of award items.
• Design and printing of banners for the event.
• Report
• Post-event summary report/publication of the event with the content, including but not limited to:
  1. Participant/ beneficiary data
  2. Tracking of media coverage on the event
  3. Key quotes collected during the event
• Reports are made available in Thai and English
• Material delivery
• All materials produced are made available for Save the Children in hard copy and soft copy. The soft copy of the material are delivered in external hard drive and, if applicable, online storage in international standard and readily accessible formats
• Materials are delivered in high quality and produced in conformity to Save the Children’s guidelines, policies and requirements
• Materials and/or media platforms produced in relation to the event must be available for Save the Children to readily access, co-manage, amend and maintain

Copyrights

       The materials produced will be copyrighted to Save the Children and any violation of copyright law will be pursued appropriately.

       Save the Children asserts all proprietary rights in and to all names and service mark of Save the Children. Any use of Save the Children’s service mark including the Save the Children name and Save the Children logo in any form in connection with any product and service that does not belong to Save the Children, unless otherwise authorised in a written agreement, will constitute an infringement upon the service mark rights of such owner and may be actionable under applicable laws.

Amendment, Modification or Variation

     This Terms of Reference may be amended, varied or modified in writing after consultation and agreement by Save the Children’s Advisory Group members.

Key Qualifications:

1. Strong experience in designing, planning and organising and managing events
2. Experience in non-profit organisation promotional campaigns
3. Proficient in PR and media relations with demonstrated ability to pitch content for media
4. Have teams/personnel and necessary assets to carry out the tasks
5. Eligible to work in Thailand
6. Can excel in communicating and producing content/ presentation in both Thai and English
7. Able to meet and discuss with the 7% Project team upon request
8. Ability to work independently and meet tight deadlinesProfessional fees: Proposed price for this exercise must be fixed and should be quoted in Thai Baht. A detailed schedule of the costs including an explanation of the services included as well as excluded should be provided.Direct report: Road Safety Project Coordinator
9. Submission Instructions: Applicants are encouraged to submit proposals for both objectives under this event. However, depending on the expertise of the applicant, applications to complete one objective are also welcome.
10. Consultancy period: January 2018 – March 2018

Place of work: Bangkok, event locations and its own office

Closing date for submissions:  2 February 2018

Please indicate in the subject as “Apply for Consultancy for Event Organizer for Award Ceremony on Road Safety (Name of candidate)”

Only shortlisted candidates will be notified.

“We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.”