Company Description

SNV is a global development partner, deeply rooted in the countries where we operate. We are driven by a vision of a better world: A world where across every society all people live with dignity and have equitable opportunities to thrive sustainably. To make this vision a reality, we need transformation in agri-food, energy, and water systems. SNV contributes by strengthening capacities and catalysing partnerships in these sectors. We help strengthen institutions and effective governance, reduce gender inequalities and barriers to social inclusion, and enable adaptation and mitigation to the climate and biodiversity crises

Building on 60 years of experience we support our partners with our technical and process expertise. We do this in more than 20 countries in Africa and Asia with a team of 1,600. By being adaptable and tailoring our approaches to these different contexts, we can contribute to impact at scale, resulting in more equitable lives for all.

For more information on our operations in Uganda and SNV visit our website: www.snv.org

SNV has been operating in Uganda since 1989 and understands the local context. With offices in Kampala and regional offices across the country, SNV implements donor-funded activities in over 100 districts. The organisation’s projects in Uganda aim to generate employment opportunities, increase income, and improve access to essential services for disadvantaged individuals, collaborating closely with public agencies and businesses. This year, SNV celebrates 35 years of impact initiatives in Uganda under the theme, “Adapting, Building Resilience for Lasting Impact.”

Against that background, SNV in Uganda seeks the services of a professional event planner/firm to provide planning, logistics and management support for the event, which will be held in Kampala at the SNV offices

Event Format: Gallery walk/Exhibition & Cocktail Event
Proposed Attendance: 80 [35 staff & 45 guests]
Venue: SNV offices Kampala
Date: 8th November 2024

Job Description

Deliverables

The agency is responsible for delivering, but not limited to the following:

Component 1 - T-shirts

Items - Collard T-shirts (soft -smooth best quality)– with African print strips

Cost centre - Design/print, Qty - 110

Component 2 -Videography

Items - Professional Documentary Video combing footage from past SNV videos with a voiceover (4Mins Max)

Cost centre - Production fees. Qty - 1

Component 3 - Entertainment

Items - Cultural Dance Group (Performance for 1 hour max)

Cost centre - Hire fees. Qty - 1

Component 4 - Branding

Items - Booths 3x3m each

Cost centre - Poster Design/Screen Hire. Qty - 1

Component 5 - Branding Venue

Items (i) - Teardrops Meduim-100x310cm, height 3.5m

Cost centre - Design/Print, Qty - 3

Items (ii) - Pullup banners -2.5x 6ft

Cost centre - Design/Print, Qty - 6

Items (iii) - Press banner -3x3m

Cost centre - Design/Print, Qty - 1

Items (iv) - Exhibition Pavilion - 5x12m and 5x5m and Podium Setup 4-6ft-diameter

Cost centre - Furniture Hire, Qty - 3 stations (podiums)

Items (v) - Exhibition Pavilion and Podium Setup Concept & Execution

Cost centre (i) - Stickers, Qty - 3

Cost centre (ii) - Design/Aesthetics, Qty - 1

Component 6 - Venue Exhibition Content

Items (i) -Tents Main tent- 5x20m –Cocktail tent - 5x 15m

Cost centre - Hire fees, Qty - 4

Items (ii) - Sound system (Tops, Bass, and microphones)

Cost centre - Hire fees, Qty - 1

Items (iii) - Professional Photography & Videography

Cost centre - Coverage fees, Qty - 1 Day

Items (iv) - Videos/Photo Slideshows on 55-inch screens​​​​​​​

Cost centre - TV screens Hire, Qty - 4

Component 7 - Content Agenda

Items (i) - SNV @35 Magazine – 85-page matte quality paper

Cost centre - Design/Print, Qty - 100 copies

Items (ii) - Agenda and invitation cards -4.5x6.25 in (A6)

Cost centre - Design/Print, Qty - 85

Component 8 - Agenda Media Management

Items (i) - Name Tags- 25mm x 75mm

Cost centre - Design/Print, Qty - 85

Items (ii) - Awards/Recognition

Cost centre - Design/Print, Qty - 110 certificates and 10 plaques

Items (iii) - MC (4hours)

Cost centre - Hire Fees, Qty - 1

Items (iv) - News Supplements – Full page

Cost centre - Publication fees, Qty - 2

Component 9 - Media Management Component

Items - Media coverage/ press release

Cost centre - Transport Logistics , Qty - 4 media houses

Qualifications

Evaluation Criteria - The contract will be awarded based on the following criteria:

Administrative - Company Registration, Tax Registration, Valid trade License and Tax clearance certificate

Technical criteria (out of a score of 80. One who scores at least 40 will progress to financial evaluation)

Demonstrate experience and expertise in events planning and management. References from at least three entities you have supported, complete with contact details. - weight 35

Sustainability and Environmental Impact: Exhibition planner approach to in innovative showcase concept based on prior experience sharing event/exhibition portfolio. - Weight 25

Clear methodology showing how you will incorporate modern technology to enhance the overall exhibition experience. - weight 15

Indicate relevant software to be used in the interactive elements (must be secure to prevent hacking) - Weight 5

Financial Criteria

Cost-effectiveness and value for money weight 20

Additional Information

Timeframe – Work and approach must be approved a day before the event.

Reporting Line - The service provider will report to SNV in Uganda Country Communications Officer, who will be responsible for checking that the deliverables are in line with the quality required by SNV.

Key Compliance Issues - The consultant or partner must comply with the following key issues during the implementation of the project:

• Adherence to SNV’s Environmental and Social Safeguard requirements.
• Compliance with SNV branding guidelines.

Payment terms – Payments shall be in line with SNV payment policy.

How to apply

Applications should be sent before 12th August 2024 at 5 pm East African time.

The technical and financial proposals should be sent separately through email; [email protected] Please include “EOI for Event Planning and Management.” in the subject.

Working at SNV

We offer a challenging work environment, opportunities to lead and innovate, and a commitment to growing your skills in a fulfilling and diverse working environment. Our staff benefit from and contribute to an international global network of experts. For more information, please visit our website: www.snv.org.

NB: only shortlisted candidates will be contacted.

We do not appreciate third-party mediation based on this advertisement.