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Tenders are invited for Event Planner Ptc Closing Ceremony Closing Date: Wednesday, 21. Oct 2026 Intervention Sector(s): Social & Cultural Development Duration of Contract: from 4 Nov 2026 till 3 Dec 2026 Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. Across regions, from the local to the global, we work with people to bring change that lasts. OVERVIEW Title and brief description of the requirement Oxfam is seeking a consultant to lead on the organization of the closing ceremony of the Power to Choose project for approximately 6075 participants . Delivery location Lebanon Beirut Contract start date 29-October-2026 How to apply Interested candidates are invited to submit: CVs of consultants and/or role of each consultant recruited under the scope of this assignment for firms; Financial proposal detailing the consultancy fees as well as all the costs associated with this assignment per item; Registration and official government documents, if applicable. Noting that 8.5% will be deducted from the total amount if not registered. See section 6. Application Process for further details Deadline for submission of offers 21-October-2026 Specific considerations BACKGROUND AND CONTEXT Oxfam has been working in Lebanon since 1993 providing humanitarian assistance to vulnerable people affected by conflict, and promoting economic development, good governance at a local and national level, and womens rights through Oxfams work with partners. Oxfam also works with local partners to contribute to the protection and empowerment of marginalized women and men. Oxfam in Lebanon is currently implementing the Power to choose project- Sexual and Reproductive Health Rights (SRHR) for Young Women and Adolescent Girls. The project aims to increase the enjoyment of health-related human rights by the most marginalized and vulnerable women and adolescent girls with a primary focus on North Lebanon, and smaller-scale interventions in the Bekaa and South Lebanon. This goal will be achieved mainly through (1) Increased agency of young women and adolescent girls contributing to their equitable use of sexual and reproductive health services and (2) improved provision of gender-responsive, inclusive and accountable sexual and reproductive health services by health care providers for diverse groups of young women and adolescent girls. To a lesser extent the goal is also achieved through (3) improved effectiveness of key stakeholders, particularly women and youth organizations or movements, to advocate for evidence-based health care policies, accountable legal framework, and equitable and inclusive services. The project is being implemented by Oxfam in Lebanon since April 2022, engaging a wide range of stakeholders, including four partner organizations, healthcare professionals, and a diverse group of champions and co-researchers from across Lebanon. As the Power to Choose project formally comes to an end in March 2027, Oxfam in Lebanon is planning to organize a closing event for approximately 6075 participants to: Showcase the projects key achievements, impact, and lessons learned throughout its implementation. Highlight the experiences, contributions, and voices of partners, champions, co-researchers, healthcare professionals, and other stakeholders involved in the project. Share key findings and recommendations emerging from the project and its final evaluation. Provide a space for partners and key stakeholders to exchange experiences and reflect on the sustainability of the projects achievements. Celebrate the collective efforts and contributions of partners and stakeholders to advancing sexual and reproductive health and rights in Lebanon. Encourage continued engagement and collaboration around SRHR beyond the formal closure of the Power to Choose project. SPECIFICATION OF SERVICES REQUIRED Oxfam is looking to hire an event management planner/firm to be in charge in the organization and execution of the Power to Choose Closing ceremony. The selected service provider will be responsible for the overall event setup and on-site management, in close coordination with the Oxfam team. The scope of work will include, but will not necessarily be limited to, the following: Provide all required audio-visual equipment and technical support. Any installation or technical setup required prior to the event should be communicated and coordinated in advance with the Oxfam team. Manage the overall on-site event setup, coordination, and execution, including sound, visuals, lighting, event flow, and floor plan. Provide and install an LED screen suitable for the venue and event requirements. Manage participants reception, registration, and guidance upon arrival. Develop the design and animation of event materials, including on-screen visuals , in coordination with Oxfam and in line with relevant branding guidelines. Design, produce, and set up exhibition booths/stands to showcase the work, products, and achievements of participating CSOs/partners and project stakeholders. Design, produce, and set up a customized photo booth aligned with the Power to Choose project and event theme. Design and execute the stage setup and decoration. Provide and install appropriate event lighting, including stage and ambient lighting as required. Ensure technical support and troubleshooting throughout the event. Oversee the timely setup and dismantling of all event materials, equipment, booths, and decorations. Provide simultaneous interpretation services between Arabic and English throughout the event, including qualified interpreters and all required technical equipment (interpretation booths, headsets/receivers, transmitters, microphones, and related audio equipment), based on the expected number of participants. Coordinate in advance with Oxfam on the interpretation requirements, event agenda, technical setup, and any relevant materials to be shared with the interpreters. Ensure on-site technical support for the interpretation equipment throughout the event. If the supplier wishes to propose modifications to the specification (which may provide a better way to achieve Oxfam´s objectives) these must be considered as an alternative offer. The Supplier must make alternative offers in a separate letter to accompany the offer. OXFAM is under no obligation to accept alternative offers. Planned timeline Activity / Milestone Outputs or Deliverables Estimated days Timeline Draft event concept notes and floor plan Concept note and floor plan 4 November 2026 Final logistic plan and confirmation for material Logistic plan 15 November 2026 Delivery of event Event management 3-December-2026 TIMEFRAME AND PAYMENT SCHEDULE Remuneration is based on submission of final deliverables according to the schedule below. No. Deliverables or Documents to be delivered Estimated Dates % Payment 1 Delivery of the final event 100% of total budget TOTAL 100% EXPERIENCE OR PROFILE REQUIREMENTS The company/ individual(s) should have the following competencies: Essential Proven experience in planning and managing large-scale events in the NGOs sector in Lebanon Experience in animation (for LED screen) Familiarity with CSOs work in Lebanon. Strong capacity in logistics coordination and attention to accessibility requirements Excellent organizations and time management skills Demonstrated cultural sensitivity and ability to work with people from different backgrounds (refugees, migrants, youth, etc.) Excellent knowledge of the Lebanese context. Excellent communications skills (written and oral) in English and Arabic. Respect for deadlines How to apply APPLICATION PROCESS Submission instructions Quotations and applications must reach Oxfam no later than 21-October-2026, midnight, Beirut time. Responses must be submitted in English, electronically to: lebanonprocurement@oxfam.org.uk The subject of the mail should be: [ PTC- Event management Proposal Submission + [Name of bidder]] Any questions, remarks or requests for clarification can be sent up to 3 days before the submission deadline in writing. The (anonymised) questions will be answered to all applicants. Administrative requirements To be shortlisted for evaluation against award criteria, the following documents must be submitted with this application: Evaluation and award criteria The quotations will be assessed according to the following criteria and distribution of points: Check Attached ToR Oxfam withholds the right to conduct interviews with one or more potential suppliers before an award decision is made. The purpose of the interview is to seek further clarification on the submitted quotations and learn more about the background and previous experiences of the potential suppliers and their teams. OTHER CONDITIONS Conditions for participating in the procurement process are detailed in the Terms & Conditions of Bidding CODE OF CONDUCT Oxfam is committed to integrity in its operations and supply chains and ensuring high ethical standards. Complying with all laws and regulations and ensuring fair competition are fundamental to this commitment. We actively promote these principles and standards and expect all Oxfam suppliers to demonstrate commitment towards them. All consultants/applicant are required to agree and adhere to the Oxfam Supplier Code of Conduct, whereas individuals (including consultants) must sign the Oxfam Non Staff Code of Conduct[1]. These Codes of Conduct set out the specific standards and principles in the areas of human and labour rights, environmental impact and anti-corruption that suppliers must follow. [1] Non-Staff Code of Conduct applies for any self-employed individuals or contracted employees of suppliers who are working on Oxfam sites, or who Tender Link : https://daleel-madani.org/civil-society-directory/oxfam-gb/calls/event-planner-ptc-closing-ceremony
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