Organisation of Strategic Sessions

Project: “Strengthening Independent Media for a Strong Democratic Ukraine” (Ref. NDICI-GEO-NEAR_2024_447-244) 

TERMS OF REFERENCE

DW Akademie is Deutsche Welle’s centre for international media development, journalism training and knowledge transfer. Our projects strengthen the human right to freedom of expression and unhindered access to information. DW Akademie empowers people worldwide to make independent decisions based on reliable facts and constructive dialogue.

DW Akademie and Suspilne are looking for a Logistics Service Provider to support the organisation of strategic sessions for the Production & Technologies of Suspilne. The selected provider will be expected to provide a range of deliverables:

1. Deliverables

• Provision of suitable venue and accommodation for workshop 1 that will include:
  • Meeting room for comfortable work of 10 people (with flipchart and TV/Projector for Presentations) – 2 days
  • Accomodation for 10 people for 1 night
  • 1 breakfast, 2 lunches, 1 dinner, 3 coffee breaks for 10 people
• Provision of suitable venue for workshop 2 that will include:
  • Venue for presentation for 40 people (TV/Projector for Presentations)
  • Coffee break for 40 people (with cold sandwiches, sweets, tea, coffee, water etc)
• Identification and proposal of venue and accommodation options, including at least 3 options of the hotel.
• Identification and proposal of catering services, including menu options for coffee breaks and lunches and flexibility for dietary requirements.
• Arrangement and coordination of catering services, organization of accommodation for participants.
• Provision and preparation of training materials.
• On-site logistical coordination during the sessions, including:
  • technical setup and support;
  • coordination with venue and catering providers.
• Overall coordination of logistics in close collaboration with the Suspilne team and facilitator.

2. Qualifications

 Essential

• Proven experience in organizing events, workshops, or strategic sessions;
• Experience in providing full-cycle logistical support (venue, catering, materials, coordination);
• Experience working with corporate or institutional clients.

Desirable

• Experience working with international organizations or donor-funded projects;
• Experience organizing events for media organizations or similar sectors.
• Flexibility to adjust arrangements based on final session design and number of participants

3. Working Framework

● Expected engagement time frame: May – June 2026.

● Format: offline events in Kyiv with preparatory coordination.

● Close coordination with Suspilne team throughout all phases.

4. Application instructions  

Please send:

1. Company profile/portfolio;
2. A logistics proposal, including:

• proposed venues for both sessions, including accommodation options;
• catering options for both sessions (menus and cost per participant);
• detailed cost breakdown for all services;
• total estimated budget.

to [email protected] with the subject line: “Application for Logistics Service Provider – Suspilne Strategic Session” by 7 May 2026, 24h Kyiv time.

 Please note that a commitment is subject to project funding.