Contract Type: Fixed-term contract
About Etijah
Youth and Development Consultancy Institute – Etijah is a non-profit organization specializing in developing, improving, and disseminating development methodologies in youth and community development.
Based in Cairo, Etijah’s primary concern is to create and tailor up-to-date and high-quality development methodologies, research tools, applicable practices of youth development, and training delivery models, to be able to qualify youth by providing them with the skills, know-how, and aptitudes, as well as contribute to building the capacity of governmental and non-governmental youth-serving organizations. Our role is to provide youth with direct access to unconditional participation by providing practical tools and models for developing community-wide initiatives.
PAC’s Activation Background
Youth Empowerment and Raising Awareness for Population Issues (PACs) program was established in 2015 in partnership with the Ministry of Youth and Sports (MoYS). The program is funded by UNFPA and aims to contribute to Egypt’s 2030 sustainable development goals through tackling population issues.
Acknowledging that the youth are the highest segment in the Egyptian population, and the primary driver to a better future, the program targets the youth by means of raising their awareness about sexual and reproductive health. Through the partnership with the MoYS, the program has a wide reach to youth from all over Egypt. It operates in all 27 gov specifically in YCs (Youth Centers) reaching 432 YCs nationwide.
The program offers different types of awareness sessions that take place in youth clubs. There are interactive sessions, sports sessions, film sessions, singing sessions, and interactive theater sessions. Developing different techniques has given the program an edge and enabled it to reach countless numbers of beneficiaries and have a positive impact on many people’s lives. In its 10th year of operation, the program aims to expand more, reaching more vulnerable groups who do not have access to such knowledge, and to combat harmful practices as Female Genital Mutilation (FGM) and Gender Based Violence (GBV).
Event overview
The 10-year anniversary event holds immense significance for the PACs program, which has persistently worked towards raising awareness on family planning topics across the governorate. This milestone celebration serves as a unique opportunity to highlight the program’s achievements, impact, and influence on society. The event aims to generate a substantial buzz and shed light on the program’s contributions, ultimately fostering greater recognition and visibility. By showcasing the program’s accomplishments and increasing its visibility, the event aims to enhance its reach and ensure that it becomes more widely known and appreciated throughout the community.
Key Deliverables
Concept Development and Event Design
- Developing a concept and theme for the event that aligns with the program’s objectives and the 10-year milestone.
- Creative ideas and proposals on how to demonstrate the program’s impact over 10 years in 27 gov and to effectively communicate the message of family planning awareness throughout the event.
Venue Selection and Setup
- Secure the venue that can accommodate approximately 300 attendees.
- Handling all aspects of venue setup, including seating arrangements, stage design, lighting, and audiovisual equipment setup.
Program Management
- Taking responsibility for the flow of the event agenda and program.
- Managing the timing and sequencing of sessions, presentations, entertainment, and any other planned activities during the event (according to the agenda to be shared by Etijah’s team and partners)
Registration and Attendee Management
- Handling attendee registration and check-in processes through our volunteers.
- Managing all aspects of the event on the day itself and handling any last-minute changes or issues and ensuring the smooth operation of the event.
Qualifications and Expertise
Track Record
- Request a proven track record in successfully organizing and managing large-scale events, preferably with a focus on milestone celebrations or awareness campaigns.
- A portfolio showcasing your previous work in organizing events of similar scale and complexity (experience in planning events related to public health, social causes, or awareness campaigns).
Event Design and Concept Development
- Selecting an event planning agency that can offer creative and innovative event design concepts.
- Choosing the best examples or case studies from event planning companies/agencies that best demonstrate their ability to develop engaging event themes and concepts that align with the program’s objectives and the 10-year milestone.
- Creating visually appealing and impactful event environments that effectively communicate the message of family planning awareness and population issues.
Expertise and Experience
- Past experiences show the strong network of vendors and suppliers relevant to event requirements, such as caterers, decorators, audiovisual technicians, and entertainment providers with at least 4 past events.
- Experience in managing attendee registration processes and providing onsite support.
- Having expertise and experience in managing similar events and programs.
Deadline and Submission
Interested companies and agencies are to submit the following documents by Wednesday, May 15th, 2024, at Etijah’s office (1st floor, 56 Nozha Street, Heliopolis, Cairo) by 05:00 PM Cairo Time in two separate envelopes that include:
a) Technical proposal that provides:
- Detailed event concept and design proposal, including visuals and mood boards.
- Seating arrangements and floor plans indicating attendee capacity.
- Lighting and audiovisual equipment setup plan.
- Stage production plan, including stage design and equipment requirements.
- Decorations and thematic elements plan.
- Agenda and program schedule with session details.
- Attendee registration system and process.
b) Financial proposal that provides:
- Submitting a detailed budget proposal that includes estimated costs for each aspect of the event management, such as venue rental, catering, audiovisual equipment, decorations, entertainment, and agency fees.
- A breakdown of costs, including any applicable taxes, service charges, or additional fees.
- The financial proposal is provided in a clear and organized format, such as a spreadsheet.
- Required supporting documents:
– Commercial Record
– Tax Registration
– VAT registration, if any
For inquiries, please reach out to us at: pacs@etijah.org