Request for Proposals: Vendor for Event Logistics

Background and Introductory Information

Team CommUNITY (TCU) is looking for a Portugal-based vendor who can partner with TCU events staff and leadership to implement the necessary logistics and operations to execute TCU’s first global gathering of digital rights leaders and subject matter experts following the COVID-19 pandemic.

The global gathering is an annual event that brings together frontline activists, technologists, journalists, human rights defenders, researchers, and other profiles fighting online surveillance and censorship, and working on emerging issues that sit at the intersection of human rights and technology. The event is considered one of the most important gatherings in the digital rights space where, where through unique event design and facilitation, the field is able to co-design strategies, share knowledge, and deepen trust between regions and various disciplines. 

TCU has selected the coastal municipalities of Cascais and Estoril outside of Lisbon, Portugal as the location for this initial event. The gathering will host approximately 200-250 people, in an outdoor space to provide adequate safety from COVID-19 spread, and to promote the mutual goals of productivity and collaboration among TCU and leading digital rights organizations, as well as restoration and recovery from escalated threats and repression in the global ecosystem.

While TCU will be hosting the first global gathering with a more selective set of participants than years past, TCU also aims to help other organizations who wish to build on the momentum of our event through organizing “satellite events” in the vicinity happening either immediately before, during, or after our week-long event. 

Project scope

To support the execution of the vision described above, TCU is looking for a vendor who will:

1. Liaise and project management of local vendors: working with TCU events staff, the vendor would identify local vendors who would be able to provide goods and services necessary to execute a smooth and successful event. The vendor would find vendors who meet the specific needs as defined by TCU, negotiate pricing and contracting for TCU, and oversee the execution of services in alignment with TCU needs and requirements.

   These services include, but are not limited to:

   • Furniture rental

   • Venue rental

   • Catering / food and beverage

   • Event security

   • Design, production and printing of logistical and marketing materials, such as the creation of signage, badges, tshirts, tote bags, and videos.

2. Lodging and decentralized event support:  

   • In coordination with TCU staff, providing global gathering partners and sponsors with pre-negotiated rates at area hotels and event venues as well as contact information for local event rental and catering services, with the aim of TCU partners and sponsors being able to conduct their own events with this initial assistance. 

   • Create a list of resources for participants that include recommendations for hotels, venues, restaurants, points of interest, and any other material that will improve participants' experience.

   • Liaise and support organizations that want to host either semi-public or public satellite events, to capitalize on the concentration of digital rights professionals who will be taking part in the gathering.

3. Key stakeholder engagement: working with TCU staff to engage with local municipality authorities, international diplomatic entities, (Ministry of Foreign Affairs), local media, and other communities of interest.

4. Event design and management:

   • Identify and oversee local logistical staff that will be responsible for handling all logistical and registration activities for the event.

   • Provide event input to TCU’s event lead, working with them to provide recommendations to improve event design, production strategy and facilitation support that better meet the unique context of the host city. 

   • Create physical experiences during the event, such as wellbeing corners, social gatherings, and exhibit areas.

Selection Criteria 

1. Demonstrated experience in organizing large-scale events for an international audience in the Lisbon area

2. Demonstrated ability to identify and partner with local vendors and businesses to execute event logistics

3. A deep understanding of the culture of the host city, as well as having an established network of contacts.

4. Strong command of the English and Portuguese languages and cross cultural communication skills. 

5. Experience designing and producing high quality marketing materials for events

6. Strong management experience within an event production context. 

7. Demonstrated experience creating physical, submersive experiences at events.

8. Good management skills, particularly in the leading of logistical staff. 

Timeline

All services must be completed by September 2023.

Submission process

Please submit your proposal by January 15, 2023 by email to ops@digitalrights.community, with the subject line “Proposal: Vendor for Event Logistics”.

Proposals must include: 

1. An overview of the business enterprise; 

2. Itemized pricing for all available services, including reflected discounts if applicable;  

3. Vendor’s relevant qualifications, including specific experience with international event organizing in Lisbon; 

4. Other services your vendor provides, if any; 

5. Three (3) client references or reviews of work performed for similar organizations or companies as TCU.