Постачальник послуг для організації офіційного заходу, присвяченого підведенню підсумків проєкту

Call for Proposals (Reference number: DSIK_Project Closing Event 2024)

Background & Objective

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) has commissioned German Sparkassenstiftung for International Cooperation (DSIK) with the implementation of “Access to finance and MSME resilience support in Ukraine II” project. Under this project, DSIK aims to improve access to and use of financial services for micro, small and medium-sized companies (MSME), especially companies agriculture (especially food supply and processing), garment (textile) processing, manufacturing, export-oriented production, to give the population and future generations in Ukraine a perspective of sustainable growth and prosperity (intervention objective). The goal of the project is to support the Business Development Fund Ukraine and its partner financial institutions in the establishment and implementation of MSME grant facility for investment and working capital blended finance instruments. In addition to providing access to finance, the suggested interventions also enhance entrepreneurial capacities and competences through providing industry specific consultancy services and coaching for MSMEs.

The Project was launched in November 2023 and will be completed by August, 31.  

Against this background, German Sparkassenstiftung is looking for an agency that can organize and implement the closing event for the Project to be held in September 2024. The selected provider will be expected to deliver the services outlined in the Terms of Reference below:

Terms of Reference

Duration of Services: August – September 2024

Date of event: 20^th of September 2024

Nature of Services:

Support DSIK and Business Development Fund (BDF) in organizing and implementing blended (off-line and on-line) closing event of the Project to be held on 20^th of September, 2024 in Kyiv with at least 50 attendees, including representatives of donor, strategic and executive partners, local partners and beneficiaries of the Project.

Scope of Work

The service provider is expected:

1. Initial Planning and Strategy
   • Develop a detailed agenda and program for the event in coordination with DSIK and BDF, including an exhibition of beneficiaries` products

• Objective Setting
  • Build deep understanding of the goals and objectives of the Project and closing event, and target audiences.
• Strategic Planning

• Develop a plan to inform the participants about the event
• Create a detailed timeline with milestones

2. Communication

• Media plan Development
  • Develop a media plan, utilizing social media
• Media List Development
  • Compile a list of relevant media contacts
• Media Outreach
  • Distribute press releases and media advisories

• Branding
  • Use designed Project branding elements (logos, colour schemes, themes)
  • Ensure consistency in messaging across all channels
• Content Creation
  • Create promotional content (press releases)
• Follow-Up Communications
  • Distribute post-event press releases highlighting key moments and successes

2. Event Logistics

• Venue Coordination
  • In coordination with DSIK and BDF, to select and secure the event venue
  • Coordinate venue setup, including staging, seating, and necessary equipment
• Catering
  • Suggest and arrange catering in coordination with DSIK and BDF
• Arranging the exhibition corner
  • Arrange the presentation of the products of the beneficiaries of the Project
  • Design of the beneficiary companies` presentation cards
• Contingency Planning

• Prepare contingency plans for unexpected situations (e.g., air alert, blackout, off-line presence of speaker cancellations, technical issues)

2. On-Site Event Management

• • Event Staffing
    • Provide on-site support staff to manage media and guests
    • Ensure smooth check-in and registration processes for attendees
  • Development of video and photo materials
    • Facilitate development of video and photo materials 

Proposal Outline and Weighting of Evaluation

For being considered eligible for the assignment the following two documents have to be submitted:

1. Technical proposal should include the company’s understanding of the assignment, company’s profile, track record and references. (50% weight).
2. Provision of a financial proposal (in Ukrainian hryvnas) for providing respective services (50% weight), including costs for venue, catering, communication, and other event-related costs.

Service Provider Minimum Qualification Requirements:

• At least 3 years proven track record in PR
• Experience in providing services in the fields outlined by current SoW
• Experience in providing services to donor-funded projects and BDF will be an advantage

We invite all interested parties to submit a qualified proposal indicating the reference number (DSIK_Project Closing Event 2024) until the 6^th of August 2024 to the following email address: [email protected]