INVITATION TO TENDER
EVENTS MANAGEMENT & MEDIA COORDINATION FOR TRAVELLER PRIDE WEEK &
TRAVELLER AWARDS CEREMONY
BACKGROUND
The Traveller Pride Steering Committee, comprised of the main National
Traveller organisations, wish to Invite tender for events management
and Media coordinator Traveller Pride Week *
and to deliver and manage a National Traveller Pride Awards Event for
May *st or *nd, with
Local events taking * May and ending **Apply on
the website**st of May. funded by the Department of Children,
Equality, Disability, Integration and Youth. As a high-quality event
with national reach to a range of target audiences with multiple level
and cross creative outputs. To also attract media and public attention
in the lead in period and on the day and to create public awareness of
the Traveller pride week *.
THE CONTRACTED AGENT will be overseen by a national steering committee
and will report on delivery and timelines weekly. A sub-committee of
key representatives will act as point of contact in the leadup and on
the day at the event.
TIMELINE: Contract to begin on Monday *th March
& ends *st of May * and
agreement based on outline timetable and indication of time to be
allocated to each element.
THE EVENT
TRAVELLER PRIDE AWARDS **APPLY ON THE WEBSITE**
This event is a celebration of achievements of Travellers across eight
award categories: Arts, Culture and Music; Community; Education;
Enterprise and Innovation; Intersectionality; Sport; Youth (2 age
categories). The awards are usually presented by celebrity guests. It
is a sit-down event with an interview style set up between the MC and
winner.
BRIEF OF THE EVENT
* A 2-hour daytime event at the Lighthouse Cinema, with an audience
of up to * people from across the Traveller
community and wider via an agreed guest list. Which will showcase the
achievements of 8 Award winners.
* These winners will arrive at the venue 1. 5 hours before the event
for breakfast and refreshments, will be met by a designated Committee
member and the event coordinator. Event coordinator will provide a
formal run through with each of the winners in order of their award.
* There will be a Q&A of approx. 2 questions between the MC and the
winner on collecting their TP Award, and before that the Award
presenter brings the award to the stage and will be engaged on a
question by the MC.
* Each of the awardees will receive their award from a person
‘well known publicly’ and or for their work on a theme, Traveller
and non-Traveller, normally to relate to the category of the award.
For example, in previous years well known musicians presented the
Music award. These presenters support the media strategy to attract
photography and media pick up.
* Depending on the Music / Arts award, a musical (1 performance)
intermission piece is coordinated either delivered by the winner, and
or an option for an invited guest to perform.
* Media will be invited to attend. A photocall arranged prior to the
event for all Picture Desks. Also, the Event Commissioned photographer
will take pictures of each of the winners, and these will be sent to
all the national papers. Post event each of the winner pictures will
be sent to their local papers, with a press release including a quote
from them.
* Food / tea/ coffee / water/ sandwiches and snacks will be provided
on site. Catering to be organised.
* The target audience/ reach out: Multilevel: Local Traveller
organisations, Travellers, Musicians, performers, media, political,
public sector, civil society groups
* Overnight accommodation to be organised for awardees traveling to
Dublin.
* Short evaluation at end of Traveller Pride Week done in
conjunction with Steering committee,and compiling a report for the
steering committee
THE BUDGET:
* The overall budget for the project is based on two components,
event management and delivery and third party.
* The agent will be expected to negotiate value for money of all
third-party supplies for example catering, technical support,
transport and vouched or approved expenses for speakers, experts etc.
* All celebrity ambassadors attending the event will be negotiating
pro bono, including musicians, Pride Award MC etc. The Presentation/
Report on Process – to be indicated at first meeting and agreed
PROJECT MANAGEMENT – SHOULD BE CLEARLY OUTLINED IN THE PROJECT
MANAGEMENT STEPS AND TIMELINES
PROJECT ACTIONS WILL INCLUDE
* Liaise with steering committee, develop and submit for agreement
key plans and actions
* Deliver within budget and keep to schedule for the Traveller
Awards Ceremony .
THREE KEY ACTIONS
The development of Communications plans including a:
* Community engagement plan.
* Media Plan.
* Event management plan
1, COMMUNITY ENGAGEMENT PLAN TO INCLUDE
* Communicate with nominee bodies / and Traveller organisations in
the development of winner participation
* Liaise with winners and nominees
* Draft biographies, backgrounds and liaison on media quotes and
agreed materials with awardees.
* Identify needs, accommodation, travel and accessible participation
for winners.
2, EVENT MANAGEMENT PLAN TO INCLUDE
* Coordinate and manage invite and guest list with steering
committee
* Secure MC and celebrity presenters (with prior approval by the
Steering Committee)
* Development of speaker and MC briefs and opening intros.
* Coordinate entertainment/cultural element for day of event (see
note above -)
* Identify and liaise with event stakeholder’s i.e. venue /
musicians/ performers / presenters / MCs/ Catering in house or
external.
* Event logistics, venue and event management/ audio /sound.
3, MEDIA AND COMMUNICATIONS STRATEGY TO INCLUDE
* Attracting significant media and public attention in the lead in
period and on the day to create public awareness of the event
generally and to showcase winners.
* Development of all related media and briefing materials, with
prior approval by the Steering Committee
* Negotiate media placements, broadcast and print
* Drive event promotion and winner achievement across all media
* Social media strategy in advance of and during the event.
TENDERS SHOULD INCLUDE THE FOLLOWING:
* Outline of previous work & CV of consultant, including contact
details of at least two referees in relation to recent pieces of
relevant work. These referees may be contacted as part of the tender
assessment process
* A proposed work plan, timeline and methodology to carry out the
work
* Proposed budget, VAT inclusive / detailed costs for this project
* Tax compliance
CONDITIONS OF TENDER
THE FOLLOWING CONDITIONS APPLY IN RESPECT OF THIS TENDER:
* we reserve the right not to award a contract, in the event that no
proposal is deemed suitable
* We will not be liable for any costs incurred in the preparation of
the tender
* Payment of all services covered by this invitation to tender will
be on the basis of the agreed contract price, completion of agreed
stages of the work plan and upon the submission of the appropriate
invoices
THE PAYMENT SCHEDULE IS AS FOLLOWS:
* *% - at the beginning of the project
* *% - at the halfway point of the project
* *% - on submission on completion and final
report
THE FINAL DATE FOR COMPLETION **APPLY ON THE WEBSITE**ST OF MAY,
**APPLY ON THE WEBSITE**
SUBMISSION DEADLINE:
The deadline for receipt of submissions is 8th of March **Apply on the
website** at 5pm. Proposals should be emailed to: **Apply on the
website** using the subject event and media Coordination for Traveller
Pride Week and Awards Invitation to Tender’.
ALL QUERIES TO: bernard Joyce *
We need : English (Good)
Type: Permanent
Payment:
Category: Others
