Request for Proposals (RFP): Event Logistics and Production 2024
Background
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 second 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 900 - 1,400 people, in an indoor and 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.
At the second Global Gathering, TCU 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 (Vendor) who will be responsible for:
Project Management of Local Businesses
Working with the TCU events staff, Vendor will identify a list of potential businesses who can provide goods and services necessary to execute a smooth and successful event and meet the specific needs as defined by TCU.
Vendor will obtain quotes from several businesses to ensure competitive pricing, negotiate final contract for TCU, and oversee the execution of services in alignment with TCU needs and requirements, coordinating with local businesses to ensure their successful participation.
Quotes and/or estimates must be sent to TCU staff for approval before any work begins or is promised. Final selection of all local businesses requires approval by TCU, including those who will be selling on-site. Price quotes will be used to advance down payment to Vendor, who will send to TCU in a timely manner, and pay local businesses on TCU’s behalf.
Local business who will be engaged to provide services include, but are not limited to:
Furniture rental
Wi-Fi / Internet
Venue rental
Catering / food and beverage
Production and printing of event signage and materials like brochures, badges, t-shirts, tote bags
Lodging and transportation
Event Production
Vendor will be responsible for the logistical and physical production of the event. Vendor will be responsible for securing and overseeing their own staff for this.
This includes:
A day or two before the event, setting up the venue with appropriate furniture, signage, Internet / Wi-Fi connectivity, A/V, and other physical elements needed. Working with local food vendors and other businesses to ensure they are successfully set up, and are also provided with direction for deconstruction of their space at the end of the event.
During the event, responding to logistical requests related to AV, furniture setup, and other physical requirements. Working directly with Security Lead with special logistical requests needed. (For example, weather proofing or security and safety measures.)
Troubleshooting and fixing any issues or requests related to AV, Internet / Wi-Fi connectivity, furniture or event flow.
A day after the event, deconstructing the venue and ensuring to leave the venue to the specifications of the venue provider.
Providing in-person logistical support to partners as needed, particularly as it relates to events being hosted in spaces overseen by TCU.
Coordinating with Venue(s) & Key Stakeholders
Vendor will serve as the point-of-contact with venue providers including, but not limited to, the Municipality of Cascais. This includes coordinating directly with them to ensure the dates of the venue are secured, and responding to any requests, including venue visits and event setup, etc. In specific cases, Vendor will work with TCU staff to engage other local and regional municipal authorities, and other local communities of interest.
Physical Event Design and Management
In collaboration with the Global Gathering Lead and Security Lead, Vendor will:
Co-design the physical space of the venue, including: designing and branding physical spaces, helping optimize a crowd flow that respects the security and safety protocols in place (i.e. registration desk design, food placement, etc.) and investing in the overall success of the event.
Provide support to improve registration area and process, including helping locate appropriate talent to be hired by TCU.
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, conversation areas, and exhibit areas.
NOTE: Vendor must adhere to branding guidelines which will be provided by TCU. In addition, TCU will provide all digital assets, logos, and supporting materials.
Special Requirements:
Vendor must provide one main point-of-contact who will be responsible for managing this project, and serving as a liaison between TCU and Vendor’s team. This person must commit to biweekly meetings with the TCU Event Lead from the months of April through September, as well as other ad hoc meetings as deemed necessary.
Vendor must be able to use web-based collaborative Google documents efficiently, and upload all pertinent documents to a shared Google Folder/Drive. In addition, Vendor must communicate via Signal app and follow security and safety requirements when shared by TCU. (TCU commits to training Vendor if need be).
Selection Criteria
NOTE: Professional accounting systems for tracking and reconciling funds. Experience working with detailed financial accounting required for American business transactions. If the vendor does not have this expertise, they should explicitly demonstrate that they have hired an accountant who does have this expertise and experience.
Values driven: have a respect for human rights and social justice, and understands how to work in a collaborative and respectful environment.
Demonstrated experience in organizing large-scale events for an international audience in the Lisbon area.
Demonstrated ability to identify and partner with local businesses to execute event logistics.
A deep understanding of the culture of the host city, as well as having an established network of contacts.
Strong command of the English and Portuguese languages and cross cultural communication skills.
Experience designing and producing high quality event spaces. In addition, demonstrated experience creating physical, submersive experiences at events.
Strong management experience within an event production context.
Good management skills, particularly in the leading of logistical staff.
Timeline
All services must be completed by September 2024.
Submission process
Please submit your proposal by December 6, 2023 by email to ops@digitalrights.community, with the subject line “Proposal: Vendor for Event Logistics”
Proposals must include:
An overview of the business enterprise, including an overview of other services your vendor provides, if any.
Explain how you will obtain competitive quotes for services.
Itemized budget for services listed above using attached template.
Vendor’s relevant qualifications, including specific experience with international event organizing in Lisbon.
Three (3) client references or reviews of work performed for similar organizations or companies as TCU.