Events Management Services

The vendor is required to provide event management team (EMT) to assist with creating and hosting a cop30 pavilion website, the gathering of event proposals, the creation of the event program, and assist with the logistical coordination (e.g., room set-up) and execution of the events on site (e.g., changes to schedule), which will take place at country national pavilion at cop30. agency is seeking to achieve a dynamic and memorable country program that reflects the breadth of country climate leadership.
• Develop a promotional outreach strategy that leverages their resources and networks as appropriate; 
• Create a webpage to host the country pavilion call for events proposal and the programming schedule; • Solicit, gather, and triage proposals for events at country pavilion at cop30;
• Act as the main point of contact for all communication related to events at country pavilion throughout the contract period; 
• Collaborate with agency and applicants to develop an engaging and interactive program; 
• Collaborate with agency to lead the creation of the program schedule and make on-site scheduling changes as required; and 
• Coordinate and support the execution of these events on the ground for the duration of cop30 (e.g., set-ups, tear downs, moving attendees in and out of the event space).
- Requirements
1. Initial workplan
• Within the first week of the contract being awarded, the EMT in collaboration with agency, will develop a detailed critical path outlining a schedule of key milestones for promoting, soliciting, and gathering proposals, and be responsible for the overall logistical plans to create and deliver the events program of country pavilion at cop30.
2. Event planning phase
• In close collaboration with agency, ensure the promotional outreach, solicitation, and gathering of proposals for events for country pavilion at cop30 by engaging with various country and international entities (e.g., businesses, youth and indigenous organizations, international organizations, research institutions and academia, civil society organizations, etc.) 
• The EMT will be responsible for setting up an event proposal intake system on a dedicated webpage for the cop30 pavilion, to be launched early July 2025. 
• The EMT, under the direction of agency, will develop a programming agreement that includes a detailed list of expectations and event rules and regulations. 
• The EMT will be responsible for being the primary point of contact with country and international entities regarding the country pavilion’s call for events proposal and programming from the start of contract and until the successful completion of cop30.
3. Preparations phase
• The EMT will be responsible for conducting an initial review (quality control) of event proposals (estimated 250-300 applications) and triaging the applications against evaluation criteria developed by agency. 
• The EMT is responsible for collecting all applications and will provide them to agency for review and awarding in a readily accessible format. 
• Once agency reviewed the applications and made a final selection, it will inform the EMT who will then communicate with all successful and unsuccessful applicants of their proposal's status. 
• The EMT will offer 2 mandatory virtual briefings (bilingual sessions) to provide general guidance to successful event leads as to expectations and answer any questions that may arise. 
• The EMT will be responsible for being the primary point of contact with event leads and will work with them to:
o Provide information (e.g., speakers package) on expectations for the use of the event space; 
o Identify suitable times for their event;
o Understand and resolve any logistical challenges with respect to planning their event; 
o Obtain any necessary visual elements for the event in advance from each event lead.
• Working with agency, the EMT will be responsible for the creation and the management of a detailed event program, including providing a detailed run of show to agency for each event.
• The EMT will work with event leads to provide short descriptions of each event in both official languages, which will be used to promote the event on the webpage created by the EMT for cop30.
4. Operations phase
• The EMT team will join the agency team up to two (2) days in advance of the start of cop30 to perform tests (av, set-up) at the pavilion space. 
• The EMT will be responsible for liaising with event leads and answering logistical questions related to the program on the ground. 
• The EMT will provide up to three (3) bilingual (EN/FR) support staff on-site as required to support the events delivery which includes set-up and take-down between each event, troubleshoot scheduling issues and coordinate visual components of each event (e.g., PowerPoints, videos, etc.).
5. Close out
• The EMT will provide a final report on lessons learned and a final budget statement to agency.