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Tenders are invited for Procurement of Event Planning and Organization for Edible Oil Factory Visit in Debrebrehan and New School Inauguration in Assosa. Terms of Reference (ToR) for Event Planning and organization for edible oil factory visit in Debrebrehan and new school inauguration in Assosa. 1. Official factory visit in Kotu, Debrebrehan Background: Pharo Ventures Ethiopia is completing its newly established edible oil factory in Kotu, Debrebirhan. The factory marks a major step in Pharo Foundations commitment to supporting Ethiopias agro-processing industry, job creation, and value addition to locally sourced oil seeds. To ensure the site visit is professionally executed, we are seeking the services of a seasoned event planner to coordinate all logistical and organizational aspects of the event. Plan, coordinate, and manage the official site visit of the edible oil factory for 35 individuals. Manage logistics and visit schedule (round trip from Addis Ababa). Plan and manage dinner for the same group in Addis Ababa after the visit Expected Event Date: September 30, 2025, 12:00 AM 2. Event Planning and Management Services: Inauguration Ceremony of Pharo School, Assosa Location: Assosa, Benishangul-Gumuz Region, Ethiopia Duration: 4 weeks pre- event planning (starting September 1, 2025) + 1 week of post-event wrap-up Expected Event Date: October 1st 2025 I. Background Pharo Foundation is preparing to inaugurate its newly built school in Assosa. The school represents a significant milestone in Pharo Foundations commitment to expanding access to quality education in underserved regions of Ethiopia. To ensure the inauguration is impactful, inclusive, and professionally executed, we are seeking the services of an experienced event planner to manage all logistical, branding, and coordination aspects of the launch event II. Objectives The objective of this assignment is to: Plan, coordinate, and manage the official inauguration of the new school in Assosa. Ensure a smooth, high-quality event that reflects the values and standards of our organization. Support the media and communications team in ensuring cohesive branding, messaging and visibility across traditional and digital platforms. III. Scope of Work The Event Planner will be responsible for the end-to-end planning and execution of the event, including but not limited to the following: A. Pre-Event Planning Conduct a site visit and advise on venue setup and technical needs. Develop a detailed event concept, run-of-show (timeline), and program flow in consultation with the Communications Manager And education team. Coordinate with vendors (tent, chairs, sound system, catering, etc.) Design and produce event branding materials (backdrops, banners, stage design, name tags, signage, etc.) Hire and brief a professional Master of Ceremony (MC), ensuring fluency in Amharic and English (or local languages as required). Identify, invite, and follow up with key guests, including: Government officials (regional and federal) Regional education bureau representatives Community leaders and parents Media outlets (TV, radio, digital platforms) Maintain RSVP lists and provide regular updates on guest confirmations. Support protocol planning for dignitaries, government officials, and donors. Coordinate transportation and accommodation for invited guests (if needed). Liaise with media and social media team to ensure visibility requirements are incorporated. Prepare contingency plans for weather, power, or other risks. B. Event Day Management On-site coordination and supervision of all logistics. Ensure smooth flow of program (manage timing, speakers, transitions). Oversee guest registration, VIP protocol and seating arrangements (ensuring dignitaries are appropriately placed). Coordinate with media and technical teams (photography, live streaming, etc.) Troubleshoot and manage any challenges during the event. Ensure branding materials are well placed and consistently used. C. Post-Event Support Oversee the breakdown and clean-up. Provide a comprehensive list of attendees, press coverage, and event highlights. Submit an event report, including lessons learned and visual documentation. Share vendor contacts and contracts for future reference. IV. Deliverables Inauguration event plan and timeline Detailed budget proposal and vendor quotations Branding material mock-ups (for approval) and final production (backdrops, banners, signage, etc.) Approved program agenda and speaking order Successful execution of the event as per agreed plan Post-event report with photo/video documentation V. Qualifications and Experience Proven track record in event planning and management, especially in rural/regional settings Experience organizing high-profile events with government and donor participation Strong vendor network and logistical capabilities Excellent coordination, communication, and problem-solving skills Ability to work under pressure and meet tight deadlines Strong understanding of Ethiopian government protocol, cultural norms, and regional sensitivities (particularly in Benishangul-Gumuz). VI. Reporting and Supervision The Event Planner will report to the Communications Manager and collaborate with the Head of Education Program and Local Assosa team. VII. Timeline Contract Start Date: September 1st 2025 (4 weeks prior to the event) Event Date: October 1st 2025 (Wednesday) 10 AM 4 PM Final Reporting and Handover: Within one-week post-event VIII. Application Process Interested organizations are invited to submit: A technical proposal (max 5 pages) outlining: Proposed methodology Work plan with clear milestones Team composition and roles A proposed budget Company profile, relevant experience, Renewed trade license (for 2017 E.C), TIN and VAT registration. Portfolio of similar events managed At least two references Technical and Financial Proposals (1 Original and 1 Copy)must be submitted in person with sealed envelope at the reception desk until August 15, 2025, 10:00 AM to the following address: Bole Flamingo, Minaye Office Park, 12th Floor, Addis Ababa, Ethiopia. Tender Link : https://tender.2merkato.com/tenders/6891ec5b0a538abba5000001
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