Event Management Services Provider
- Career Category: Consultancy, Expression of Interest
- Location: Phnom Penh
RESPONSIBILITIES OF THE SERVICE PROVIDER
Event and forum preparations:
- Selection of venue and venue setup
- Propose the ICT requirements based on the event scale
- Press and printing options
- Arrange the photographer and videographer to cover the event
- Selection of accommodation based on the event requirements
- Administration support to run the events
- Travel arrangements based on event requirements
- Resource management to support the event
- Co-create events that provide an environment that fosters meaningful participation and interaction among stakeholders from government, non-government organizations, and marginalized communities
- Provide efficient and timely logistical support
- Ensuring facilities—such as the forum venue, IT resources, stationery, and catering—meet the event standards (selected sessions may be recorded)
- Support the creation of event/forum promotional materials (e.g., banners, brochures, social media content)
- Manage invitations and participant registration, ensuring representation from diverse stakeholder groups, including marginalized communities
- Ensure the event is inclusive and accessible to all participants, including those with disabilities, by incorporating relevant facilities and services (e.g., ramps, sign language interpreters).
During the event/ forums:
- Oversee all logistical arrangements during the event, including venue setup, technical support, interpretation, and participant assistance.
- Capture photos and videos of the event’s key moments and participants with their consent.
- Ensure the smooth operation of sessions, exhibitions, and networking activities.
- Provide staff to handle registration, event flow, and troubleshooting as needed.
- Document key discussions, questions, and suggestions raised during the event.
- Assist with the collection of participant feedback through surveys or interviews.
Bidder Eligibility
- QUALIFICATION
- The Events Management Agency must have prior experience in the following:
- A demonstrated experience in events management and support, which may also include scheduling lodging/travels for event participants and guests.
- Proven expertise in graphic design, animation and branding of high-profile events, including the development and placement of event branding materials in the venue.
- Proven track record in successful organisation and management, and content development of physical and online events such as conferences, webinars, digital campaigns and round table debates.
- Documentation to demonstrate that the events management agency meets the qualification requirements should be provided.
- Demonstrate an understanding and experience of security protocols during events.
- Understanding and experience of accessibility aspects - making events and materials accessible
- Highly motivated and experienced in coordinating and planning events at national and subnational levels.
- Excellent administration, organizational, and time management skills.
- Excellent teamwork and participatory process skills.
- Use of cutting-edge technological solutions for events and showcasing creative skills.
- Good communication skills at all levels and with different types of stakeholders.
- Good command of Khmer and English.
