1. Background
The Wildlife Conservation Society (WCS) is a US-headquartered organization that saves wildlife and wild places by understanding critical issues, crafting science-based solutions, and taking conservation actions that benefit nature and humanity. WCS works in close partnership with more than 30 governments, indigenous people groups, local communities, and civil society groups to prevent the trafficking of WCS priority species. We support our partners to develop and implement highly focused, evidence-based strategies informed by an in-depth understanding of the dynamics of wildlife trafficking and the people involved to reduce the profits of crime, whilst simultaneously increasing the risks of being caught. In December 2022, we plan to gather a number of country programs from around the globe for a retreat to develop plans to implement our new CWT strategy.
WCS is looking to procure a service provider who will be responsible for organizing and managing the retreat logistics pre and post event, and supporting its delivery on site.
2. Terms of reference
| Title: |
Event Organizer |
| Duration: |
November - December 2022 (including 5 on-site days in December) |
| Reporting to: |
CWT Program Manager |
| When: |
1st November – 16th December 2022 – Part time, with full time onsite delivery
5th – 9th December 2022. |
| Work location: |
Home/Office based for preparations, on-site for delivery. Site visits may be
required depending on successful applicant’s location. |
| Event location: |
Da Nang or Hoi An, Viet Nam |
| Number of Participants: |
Approximately 40 national and international participants |
3. Specific tasks
• Secure government permission to hold event.
• Propose venues for retreat and accommodation in Da Nang or Hoi An, Viet Nam (retreat specifics in Appendix 1)
• Liaise with suppliers to get best price for services.
• Once venue has been finalized and approved by WCS, liaise with selected suppliers to arrange necessary AV provision and support, catering, accommodation, arrival and departure dates and anything else deemed necessary.
• Liaise with participants and collect travel details; arrange airport/ground transfers within Viet Nam for all international delegates
• Support with visas for international staff where necessary, including preparation and distribution of invitation letters for visa or any other entry requirement purpose
• Provide welcome pack to participants on the event location, useful tips, things to do etc.
• Organize half-day excursion for participants
• Organize and manage logistics of an offsite welcome or farewell dinner
• Be on site during the event as the main point of contact for suppliers and the client, trouble shooting and managing additional requests / changes as requested
4. Deliverables
1. Secure government permission to hold event.
2. Successful pre-event, on-site and post-event planning, management and delivery. The service provider will submit to WCS:
3. All procurement documents, invoices, receipts and other documents related to the event;
4. Record of time sheet during the period of work.
4. Timing and duration The service providers time will be spread from November to December 2022.
5. Qualifications, skills and experience
• At least 5 years experience in organizing events/workshops in Viet Nam.
• Extensive and proven experience in organizing three or more international events at scale (40+ participants from different countries);
• Knowledge of regular procurement processes;
• Flexibility, problem solving skills and ability to respond to demands;
• Commits to have at least 2 supporting/coordinating English and Vietnamese speaking staff with more than 3 years of experience in similar events to support onsite;
• Has the ability to organize field trip activities in Da Nang or Hoi An (Son Tra Nature Reserve)
To apply:
Interested candidates should send a short proposal addressing the event brief in Appendix 1 to cwt@wcs.org and should include:
- Company profile including a copy of business license, examples of previous events and clients and key staff members.
- A list of recently organized similar events i.e. with more than 40 international participants
- A list of at least 2 onsite supporting/coordinating staff including name, email, experience and copies of English language certificates
- 2/3 accommodation and meeting options in Da Nang and/or Hoi An, including budget and details on availability, photos of facilities, accommodation and meeting rooms including dimensions
- Line-item quotation for services including management fee
- Welcome dinner venue and budget options
- Quote for excursion
Application deadline: Wednesday 2nd November 2022. Applications will be processed on a first come, first serve basis.