Accra, 12th May 2025
Location: Abuja, Nigeria
Duration of contract: Till end of Conference
Deadline for submission of application: 26th May, 2025
OVERVIEW
To facilitate and organize the quality delivery of International Conference on Climate Change and Just Energy Transition (I3C-JET) for WASCAL under the direct supervision of the Chairman of the International Organizing Committee, Prof. Emmanuel Ramde and supported by the Chairman of the National Organizing Committee; Press, Communication and Visibility Committee; and the chairperson of Hospitality/Welfare/ Accommodation Committee.
The principal objectives are:
- Work closely with WASCAL to ensure effective preparation, management, and execution of the event in accordance with the highest international standards.
- Drive fundraising efforts to secure adequate funding for the event, ensuring full compliance with WASCAL’s financial guidelines.
- Ensure quality service during the conferences in a timely and efficient manner.
- Oversee the readiness and quality of essential facilities—including the conference hall, IT infrastructure, stationery, and catering—to align with the expectations of a high-level gathering.
- Ensure that the implementation process is consistent with the established timeline of the event.
1. Conceptualization and organizing the event based on the expected event outcome from WASCAL.
1.1. Selection of venue and venue setup in consultation with WASCAL.
1.2. Propose the ICT requirements based on the event.
1.3. Propose the visibility items and options based on I3C-JET Conference scale.
1.4. Press and printing options in consultation with the WASCAL Communication and Visibility
Committee.
1.5. Arrange the photographer and videographer to cover the I3C-JET Conference.
2. Arrangements, logistical, administration, and preparation of the event to run in a timely and effective manner.
2.1. Selection of accommodation based on the Conference requirements
2.2. Basic administration support to run the conference
2.3. Resource mobilization to support the funding of the conference within the financial rules of WASCAL.
2.4. Arrange for reliable and efficient local ground transportation pre- during and post conference
SCOPE OF WORK:
The service provider should provide full fledge event management support ensuring smooth logistical preparation and execution. Upon the requirement, the service provider shall identify a suitable location and venue, other vendors/service providers such as outside catering services or ushers and present up to 3 options to offer (where possible) for consideration and approval. The service provider will work closely under the overall supervision of WASCAL.
1. Administrative support:
• In line with the programme requirement, the Event Coordinator shall ensure that the quoted offers meet
the minimum specification requirements for accommodation, venue, catering, equipment, folders for participants, name tags, participants shuttle /pick-up, banners/materials and other items as agreed with the organising committee.
2. Service support during events:
Timely arrange an event consumable: flipchart paper, markers, participant folder with stationery and materials, name tag, direction signs holders, name tent holders, setting banners, etc.
- To liaise and coordinate with conference venue management on all the organizational issues.
- To arrange participants’ registration to the event, including:
- staffing of event reception/registration desk.
- monitoring of and reporting on actual attendance at the event.
- To provide services for copying and printing of materials as well as technical support, including IT support.
- To arrange the service/helpdesk in the venue of the conference.
3. Accommodation services:
To accurately advise on deadlines and other relevant information when the need arises to avoid cancellations of bookings.
- The Standard room shall include the minimum standard amenities example: a colour TV set with local/International broadcasting channels, heating/AC and ventilation etc.
- In the event the requested accommodation services cannot be confirmed, notify on time of the problem and provide, where possible, alternative quotations for consideration.
4. Conference halls / rental services:
- Provide conference secretariat with a fully equipped set of Desktops, Laptops, multifunctional colour printer, photocopier, scanner, and stationaries.
- Must ensure that the recommended venues are accessible and inclusive, have an acceptable security system (including fire safety system), A/C and ventilation systems. The services shall also include seating arrangements, set-up, proper sound system and decorations such as backdrops on the podium with the collaboration of the WASCAL Communication Department.
- To make timely arrangements for and ensure electronic and audio-visual equipment are rented, installed, and fully functional (screen, LCD, pointers, notebooks/laptops, desktop, printers, photocopy machine, conference system, the system for simultaneous translation, lightning, cable extension, etc.).
- arrange internet access in the venue areas, inside accommodations, seating and venue arrangement/decoration, and direction guiding signs.
- Arrange live streaming of events where required in consultation with the Communication committee.
- Ensure safety protocol during the Conference.
5. Ground Transportation arrangements:
- Coordinate and confirm participants and local transportation arrangements.
- Airport pickup and drop including protocol arrangements for VIPs, including arrival and departure at the airport.
- Site visit arrangements.
6. Catering services:
- To make timely arrangements for serving meals (lunch, coffee breaks, dinner, reception) in line with the approval.
7. Photo/video services:
- To provide photo and audio/video documentation and make a production of the photos and audio/video as requested.
- Within the day or during the event to provide the best quality photo.
- Ensure that the photographer or videographer adheres to media policy intaking videos or photos during the event.
- Produce audio video recordings where required.
8. Copyright and Intellectual Property Rights:
The Event Coordination Agency may not use, reproduce or otherwise disseminate or authorize others to use, reproduce or disseminate such works without prior consent from the WASCAL HQ.
9. Qualifications/Competencies:
The Event Coordination Agency must have prior experience in the following:
- At least 5 years of experience in events management and support (design, organizing, managing, and implementing high-level national & international conferences/ events for at least 100 participants including dealing with senior government dignitaries and sub-contractors).
- Proven expertise in branding of high-profile events including the development and placement of event branding materials in the venue.
- Proven track record in successful organization and management and content development of physical and online events such as conferences.
- Documentation to demonstrate that the Events Management Agency meets the qualification requirements should be provided and it should include the following:
- Organizational/company profile with brief description of the organization, institutional capacity and an outline of recent experience in providing events management services.
- Minimum 3 proofs of recent experience in managing large scale national / international events. Proofs should include information on event profile, budget, audience type (including participation by very senior government officials), events management services provided, a concept design for the event.
- Minimum 3 reference letters from recent clients (international institutions) for large-scale events with a minimum of 100 participants
- A slide deck of graphic design work (e.g. design theme of the conference, scale floor conference venue sitting plan, design artwork for conference backdrops, infographics, banners) prepared for recent conferences.
- Event manager – over 5 years of proven experience designing and executing events, conferences.
- Demonstrate the understanding and experience of security protocols during events. Highly motivated and experienced in coordinating and planning events at international and national levels.
- Excellent teamwork and participatory process skills.
- Use of cutting-edge technological solutions for events and showcasing creative skills.
10. Invoicing:
Payment will be made in arrears on acceptance of deliverables and receipt of the corresponding invoice and supporting documentation as required. An indicative payment schedule will be agreed and form part of the contract.
11. Copyrights:
All materials including photographs will be copyrighted to WASCAL and any violation of copyright law will be pursued appropriately.
12. Performance evaluation:
The service provider’s performance will be evaluated against such criteria as: timeliness, responsibility, initiative, communication, accuracy, and quality of the products delivered.
13. Ethical Considerations:
- The service provider will comply with WASCAL financial, and data protection policies and procedures, taking note of the code of conduct and procedures relating to confidentiality, consent and soliciting information. They will be expected to sign a statement of commitment to this policy before the start of the execution of the contract.
- The service provider must ensure that events are conducted ethically and sensitively. Participants should be protected and potential harm during design, contact with stakeholders, internal and external coordination or execution of events research tools.
Application procedure:
Application including a cover letter (no more than two pages) with a statement of motivation, highlighting the candidate’s experience against the criteria listed above and how you would go about the assignment. In addition, include curriculum vitae listing experiences. Also, include names and e-mail addresses of three professional referees. Send your application to: candidature@wascal.org. Please indicate “Event Coordinator” in the subject line. Applicants must be from West African member countries.
Applications will be acknowledged, but only shortlisted candidates will be contacted.
You may visit www.wascal.org for further information.