Type of contract: Consultancy
- Background
Etijah, in partnership with GIZ under the National Solid Waste Management Programme (NSWMP) and the EU GREEN project, which aims to promote sustainable solid waste management, environmental awareness, circular economy practices, and community engagement in Assiut and Kafr El Sheikh Governorates.
Throughout the project implementation period, the project has empowered civil society organizations (CBOs), youth, women, and local communities through awareness campaigns, technical training, tree planting initiatives, recycling activities, green entrepreneurship, and sustainable livelihood opportunities.
To celebrate the project’s achievements, showcase its impact, recognize the contributions of beneficiaries and partners, and present the project’s legacy, Etijah seeks to contract a qualified event management company to organize and manage the Final Closure Event, which will take place in Cairo.
- Objective of the Assignment
The selected company will be responsible for the overall planning, coordination, logistics and on-site management of the EU GREEN Closure Event.
The event is intended to provide a professional platform to:
- Showcase the project’s achievements, results and impact.
- Highlight beneficiary experiences and success stories.
- Recognise the contributions of beneficiaries, CBOs, partners and other stakeholders.
- Facilitate the presentation and screening of the project’s documentary.
- Provide a platform for presenting project achievements and community initiatives.
- Ensure a smooth and professional experience for all participants and invited guests.
- Ensure that the event is implemented in accordance with the approved programme and communication and visibility requirements.
- Reflect the project’s environmental values through responsible and sustainable event-management practices.
- Scope of Work
The selected event management company shall provide all services necessary for the professional and successful implementation of the event.
- Event Planning and Coordination
The company shall:
- Develop a comprehensive event implementation plan in coordination with Etijah and the EU GREEN team.
- Develop a detailed event timeline and run-of-show based on the approved agenda.
- Coordinate all logistical aspects of the event before, during and after implementation.
- Coordinate with the venue and all relevant suppliers involved in the event.
- Conduct site visits and coordination meetings as required.
- Coordinate the event setup and ensure that all preparations are completed prior to the event.
- Develop a detailed production and technical schedule.
- Coordinate and conduct a technical rehearsal prior to the event.
- Assign an experienced event manager to oversee the overall implementation.
- Provide sufficient event and production staff to ensure smooth event delivery.
2. Venue and Event Setup Management
The company shall be responsible for coordinating and supervising the complete setup of the event venue, including:
- Coordination of the stage and seating arrangement.
- Coordination of the registration and reception areas.
- Coordination of the placement of event branding and visibility materials produced under the separate production contract.
- Coordination of directional signage and guest-flow arrangements.
- Coordination of the exhibition and display areas.
- Coordination of the media wall and photography area.
- Ensuring that all event areas are properly prepared before guest arrival.
- Supervising the dismantling of temporary event installations following the event.
- Coordination of Podium
The company shall ensure that the overall setup is professional, coherent and appropriate for a high-level development and sustainability event.
3. Technical and Stage Management
The company shall coordinate and manage all technical requirements necessary for the successful implementation of the event, including:
- Stage management.
- Sound system and microphones
- Lighting
- Screens/LED screens and presentation equipment.
- Presentation playback.
- Video and documentary screening.
- Technical control and operation.
- Speaker presentations and transitions.
- Microphone management.
- Technical rehearsal.
4. Guest Registration and Management
The company shall manage the guest arrival and registration process, including:
- Preparing and managing the registration area.
- Coordinating the guest registration process.
- Managing the guest list provided by Etijah.
- Welcoming and directing guests.
- Providing ushers and event support staff.
- Supporting the reception and movement of VIPs and senior guests.
- Assisting guests with seating and venue navigation.
- Ensuring smooth movement of guests throughout the event.
The company shall ensure a professional and welcoming guest experience from arrival until departure.
5. Speaker and Programme Management
The company shall support the implementation of the approved event programme by:
- Coordinating with speakers and presenters prior to the event.
- Ensuring speakers are briefed regarding the programme and timing.
- Managing speaker arrivals and seating.
- Coordinating presentations and audiovisual materials.
- Managing transitions between speakers and sessions.
- Coordinating the event flow from registration through to closing.
- Assigning a stage manager to coordinate the programme during the event.
- Ensuring that the approved agenda and timings are followed as closely as possible.
6. Exhibition and Display Area Management
The event will include exhibition and display areas presenting the achievements and impact of the project.
The event management company shall be responsible for the logistical coordination and management of these areas, including:
- Coordinating the layout and placement of the exhibition areas.
- Ensuring that the areas are ready before guest arrival.
- Coordinating the installation and positioning of the photo gallery and project displays produced under the separate production contract.
- Coordinating the beneficiary product display area.
- Ensuring appropriate visitor flow around the exhibition.
- Providing on-site support to ensure that the exhibition remains organised throughout the event.
- Provide Photobooth camera.
The production of photographs, display panels, exhibition materials and other physical visibility items will be covered under the separate production TOR.
7. Documentary Screening Management
The company shall ensure the smooth screening of the project documentary and other audiovisual materials during the event by:
- Coordinating the required screening equipment.
- Testing all audiovisual files before the event.
- Conducting a technical rehearsal.
- Managing playback during the event.
- Ensuring proper sound and visual quality.
- Providing dedicated technical support during the screening.
8. Award and Recognition Ceremony Management
The company shall support the implementation of the award and recognition segment of the event by:
- Coordinating the award presentation sequence with Etijah.
- Managing the movement of award recipients to and from the stage.
- Coordinating with presenters and VIPs.
- Managing the stage flow during the ceremony.
- Ensuring that certificates and awards are organised and ready for presentation.
- Coordinating the presentation of awards in accordance with the approved programme.
The production of certificates, trophies and plaques will be covered under the separate production TOR.
9. Sustainable Event Management
Given the environmental focus of EU GREEN, the selected company shall incorporate sustainable event-management practices wherever feasible.
These may include:
- Minimising unnecessary single-use materials.
- Supporting the use of reusable event materials.
- Minimising paper consumption where possible.
- Ensuring responsible waste management during the event.
- Providing appropriate waste-sorting arrangements where feasible.
- Avoiding unnecessary plastic use.
- Prioritising environmentally responsible operational solutions.
The company is encouraged to propose practical measures that can reduce the environmental footprint of the event.
10. On-Site Event Management
On the event day, the company shall provide a dedicated team responsible for the overall coordination and smooth running of the event.
The team shall include, as appropriate:
- Event manager.
- Technical team.
- Registration staff.
- Ushers.
The event manager shall serve as the primary point of contact for Etijah team throughout the event and shall be responsible for resolving any logistical or operational issues that may arise.
11. Post-Event Management
Following the event, the company shall:
- Coordinate the dismantling of event setups and temporary installations.
- Coordinate the removal of equipment and materials.
- Ensure that the venue is left in appropriate condition.
- Coordinate the collection and safe storage of reusable event materials.
- Address any outstanding logistical matters with the venue and suppliers.
Deliverables
The selected company shall be responsible for delivering:
- A comprehensive event implementation and management plan.
- A detailed event timeline and run-of-show.
- Complete pre-event logistical coordination.
- Venue and event setup management.
- Registration and guest-management services.
- VIP and speaker coordination.
- Stage and programme management.
- Technical and audiovisual management.
- Documentary screening management.
- Exhibition and display-area coordination.
- Award ceremony management.
- Provide Photobooth camera.
- On-site event management and staffing.
- Technical rehearsal.
- Post-event dismantling and venue coordination.
- Post-event report, where required.
Proposal Submission Requirements
Interested companies shall submit:
Technical Proposal
- Company profile.
- Relevant experience and portfolio.
- Proposed methodology and event concept.
- Implementation timeline.
- Team composition.
- Proposed sustainable visibility materials.
Company Qualifications
Interested companies should demonstrate:
- At least three to five years of experience in event management.
- Proven experience organizing conferences, donor events, or project closure events.
- Strong experience in branding and event production.
- Experience working with international organizations, development agencies, or governmental institutions.
- Ability to provide innovative and environmentally sustainable event solutions.
Financial Proposal
A detailed financial proposal with itemized costs covering all components of the assignment and make sure to submit the following.
- Detailed Breakdown
- Tax Card
- Tax Registration
General Conditions
- The event will take place in Cairo on 13/10. The chosen company will work in tight timeline to implement this event.
- All designs shall comply with the communication and visibility requirements of the project and its donors.
- The selected company shall coordinate closely with the Etijah team throughout the assignment.
- The company is encouraged to incorporate sustainable event management practices, including the use of recyclable materials, reduction of single-use plastics, and environmentally responsible production methods wherever possible.
- Invitees will be 100-150 maximum.
- Etijah will have its own photography and videography team.
Tentative Agenda:
Registration 9:30- 10:15 AM
Speeches – 10:15AM- 10:45AM (GIZ/ETIJAH/MINISTRY/EU)
PPT – 10:45- 11:15
Documentary 11:15- 11:25
Breakfast & Visit our Market/Photo Gallery 11:25- 12:10
Success Stories 12:10- 12:40
Panel Discussion 12:40- 1:40
Networking Break & Photography time (Media Wall) 1:40 – 2:00
Theatre 2:00 – 2:20
Awards 2:20 – 3:20
Lunch 3:20- 4:20
How to apply
Interested applicant should submit their application, applications should include all requested supporting documents., following this link before Wednesday, September 23rd, 2026 before 9AM.
1_ First Name_Last Name_Position_Financial Offer
2_First Name_Last Name_Position_Technical Offer
Late submissions will not be considered
Note:
Etijah will be responsible for booking the hotel venue, CBOs hotel, and CBOs transportation from Assiut and Kafr elsheikh to Cairo. For inquiries, please contact Etijah’s team via email or phone: jsayed@etijah.org or wesmaiel@etijah.org – 01500117743