Request for Proposal (RFP): Event Organizer for Private Partnership and Promote PEPFAR’s 20-Year Legacy of Support

About FHI 360:

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research, technology, communication, and social marketing- creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories.

EpiC Project Background:

The USAID and PEPFAR funded Meeting Targets and Maintaining Epidemic Control (EpiC) Project, managed by FHI 360, aims to close remaining gaps in the continuum of HIV services towards achieving the UNAIDS 95-95-95 goals.

EpiC Thailand has been a pivotal force in advancing HIV prevention, care, and treatment initiatives among Key Populations, with a primary focus on Men who have Sex with Men (MSM) and Transgender Women (TGW) in Thailand.

EpiC Thailand’s objective of enhancing the sustainability of local community-based organizations (CBOs) by diversifying funding sources. Social enterprises represent a vital form of funding diversification, empowering CBOs to generate income from their social businesses. Additionally, many CBOs engage in broader social impact activities—ranging from HIV/AIDS prevention and care to human rights advocacy, gender equality, and promoting decent work. This project seeks to identify private sector partners that recognize the potential for co-creation and shared long-term value, benefiting from and contributing to the CBOs’ comprehensive social impact initiatives.

1. Objective

This RFP will support EpiC Thailand’s goal to diversify CBO funding sources, emphasizing social enterprises as a form of income generation that reinforces financial independence. Given the wide-ranging social impact activities of CBOs, including advocacy for human rights and decent work, the project presents a valuable opportunity for businesses to co-create and share in a lasting social impact. To fulfill this vision, the consultant will:

1. Promote PEPFAR’s 20-Year Legacy of Support – Highlight the contributions of PEPFAR in empowering CBOs and reinforcing HIV/AIDS response efforts over the past two decades.
2. Showcase CBO Work Beyond HIV/AIDS – Illustrate the broader impact of CBOs in areas outside of HIV, such as human rights, gender equity, youth development, and social justice.
3. Build Relationships with the Private Sector – Establish connections between CBOs and the private sector, creating pathways for future financial and strategic support across diverse sectors.

To facilitate these objectives, the consultant will develop strategies to match private sector opportunities with CBO capabilities, culminating in a workshop and networking event with CBOs and private sector representatives during the World AIDS Day 2024.

2. Scope of Work
The event organizer will be responsible for the following tasks:

1. Pre-Event Planning and Coordination

• Venue Management
• Secure an appropriate venue that accommodates approximately 150 attendees, ensuring accessibility and necessary AV equipment (microphones, projectors, screens, etc.).
• Coordinate with the venue for seating arrangements, lighting, audio-visual needs, and any additional requirements.
• Agenda Development Support
• Collaborate with FHI 360 to finalize the event agenda, including identifying speakers, panelists, and facilitators.
• Develop a detailed event flow and timeline, including time slots for sessions, networking breaks, and closing.
• Participant Management
• Develop and manage an invitation process to ensure appropriate representation from CBOs, private sector entities, and other stakeholders.
• Handle RSVPs, confirmations, and any necessary follow-up to maximize attendance.
• Promotion and Communication
• Develop promotional materials (event invitations, reminders, and social media assets) in consultation with FHI 360 to increase event awareness and attendance.
• Coordinate communication to highlight the event’s objectives and align with FHI 360’s goals.
• Pre-Event PR and Media Outreach
• Create and distribute press releases to relevant media outlets, highlighting the event’s objectives, PEPFAR’s contributions, and the impact of CBOs in Thailand.
• Coordinate media invitations and secure coverage to enhance visibility and public awareness of the event.
• Liaise with FHI 360’s communications team to align on messaging and ensure consistent promotion through partner networks.

2. Event Logistics

• Registration and Check-in
• Set up an efficient registration process, including name badges, materials, and information packets for attendees.
• Organize a welcome desk to manage check-in, provide information, and assist attendees as needed.
• On-site Coordination
• Oversee all event logistics, including setting up signage, arranging seating, managing audio-visual needs, and ensuring a smooth transition between sessions.
• Ensure that speakers, panelists, and facilitators are briefed on the event’s flow and their roles.
• Networking Facilitation
• Design and implement networking activities that encourage interaction between CBOs and private sector representatives.
• Create structured opportunities for introductions, sharing of organizational missions, and exploration of potential partnerships.
• Catering and Refreshments
• Arrange catering services for light refreshments and lunch, coordinating dietary requirements as needed.

3. Post-Event Responsibilities

• Post-Event PR and Media Engagement
• Prepare and distribute a post-event press release summarizing the event’s outcomes, partnerships formed, and any key commitments or pledges made.
• Facilitate post-event media coverage to reinforce the importance of CBO-private sector partnerships and promote sustainability efforts.
• Feedback Collection
• Distribute feedback forms or an online survey to attendees to assess event impact and gather insights on future improvements.
• Reporting and Documentation
• Submit a summary report within two weeks post-event, including attendee feedback, key outcomes, and recommendations for future engagements.
• Provide FHI 360 with photos, session notes, and any other relevant documentation.

3. Deliverables

1. Finalized venue and confirmation of all event logistics.
2. Approved promotional materials, media releases, and invitation list.
3. Event-day coordination, including registration, AV, catering, and network facilitation.
4. Post-event media release and follow-up.
5. Summary report with attendee feedback and event outcomes.

4.Budget
The event organizer should submit a detailed budget proposal outlining costs for venue, catering, promotional materials, PR and media outreach, and other logistical requirements.

5. Qualifications and Expertise Required

• Thai Company
• Proven experience organizing professional events for NGOs or the development sector.
• Familiarity with private sector engagement and development topics, especially those related to CBOs, social impact, and sustainability.
• Strong media and PR experience to drive pre- and post-event coverage.
• Ability to work flexibly with the FHI 360 team and meet the outlined deadlines.

6. Evaluation Criteria for Event Organizer

1.Relevant Experience and Approach (30%)

• Proven experience in organizing impactful events, especially within NGOs, community-based organizations (CBOs), or social impact sectors.
• Comprehensive approach to meeting event objectives, with strategies for meaningful networking between CBOs and private sector representatives.
• Creative methods for showcasing CBOs’ broader impact beyond HIV/AIDS, including work in human rights and gender equity, to attract private sector engagement.

2. Media and Public Relations Capabilities (25%)

• Experience with pre- and post-event PR, including media outreach and managing media attendance.
• Demonstrated success in obtaining media coverage that aligns with the event’s visibility goals.
• Strong PR strategy for promoting PEPFAR’s 20-year legacy of supporting CBOs.

3. Project Management (20%)

• Strong project management skills, including logistical planning, timeline adherence, and on-site execution.
• Flexibility in handling last-minute changes and ensuring a seamless experience for attendees.

4. Cost-Effectiveness (25%)

• Detailed, transparent budget proposal aligned with the event’s scope and objectives.
• Evidence of efficient resource allocation to maximize quality within budget constraints, with clear justifications for costs.

Duration/Period of Performance: November 15 – 30,2024

Disclaimers and FHI 360 Protection Clauses:

• FHI 360 will not compensate offerors for preparation of their response to this solicitation.
• Issuing this solicitation is not a guarantee that FHI 360 will award a subcontract.
• FHI 360 reserves the right to issue a subcontract based on the initial evaluation of offers without discussion.
• FHI 360 may choose to award a subcontract for part of the activities in the solicitation. FHI 360 may choose to award subcontracts to more than one offeror for specific parts of the activities in the solicitation.
• FHI 360 may request from short‐listed offerors a second or third round of either oral presentation or written response to a more specific and detailed scope of work that is based on a general scope of work in the original solicitation.
• FHI 360 has the right to rescind a solicitation or rescind an award prior to the signing of a subcontract due to any unforeseen changes in the direction of FHI 360’s client, be it funding or programmatic.
• FHI 360 reserves the right to waive any deviations by offerors from the requirements of this solicitation that in FHI 360’s opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition.
• Data produced under this solicitation belongs to FHI 360. Any distribution of data must first have written authorization from FHI 360 or its designated representative.

How to apply

Submission Guideline

Interested applicants should submit the following document in English to procurement.EpiC.TH@fhi360.org by November 11, 2024

• Cover Letter : Brief introduction of your organization, relevant experience, and primary contact details.
• Event Approach and Execution Plan: Outline strategies for event objectives, including networking, PR, and showcasing CBOs’ impact areas beyond HIV/AIDS. Include a timeline and key activities.
• Media and PR Strategy : Provide a concise plan for pre- and post-event PR, including media invitations and coverage goals.
• Budget and Cost-Effectiveness : Detailed budget with major activity costs and efficiency strategies.
• Project Management and Staffing :Overview of project management approach, key personnel, and relevant experience.

Contact Information:

For inquiries or clarification regarding this RFP, please contact Thirdchai Sattayapanich via email at tsattayapanich@fhi360.org.