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Tenders are invited for Full Production and Management Services - Berytech- Power X Closing Date: Thursday, 10. Apr 2025 Intervention Sector(s): Coordination & Information management Remuneration range: > 6000 (USD) Duration of Contract: 2 months Context & Background Berytech, established in 2002 in Lebanon, operates as a vibrant ecosystem for entrepreneurs, facilitating the creation and development of startups and SMEs, and promoting innovation, technology, and entrepreneurship in Lebanon. The organizations support encompasses a range of areas including capacity building/networking, policy reform, startup and SME development, incubation and acceleration, student entrepreneurship, technology transfer, as well as empowerment initiatives for women and youth. Currently managing over 30 programs across various sectors like agriculture, food, water, energy, clean technology, green entrepreneurship, circular economy, and social entrepreneurship, Berytech plays a significant role in the economic revival of Lebanon marked by pioneering programs, activities, and initiatives dedicated to entrepreneurs and SMEs. With the objective of establishing a strong and distinctive presence through the PowerX Summit, Berytech seeks a service provider to assist in building relationships with the media and securing coverage before, during and after the summit. With a legacy of creating and running agrifood and clean technology-based events and exhibitions, for the first time, it is launching PowerX summit, the first national entrepreneurship summit to unite key sectors and regionalplayers, powering potential within the innovation ecosystem. This 3-day event is a fusion of cutting-edge innovation, technology, and knowledge sharing creating a unique platform for dynamic exchange and showcasing breakthroughs across the green, social, and knowledge economies regionwide. Event Details Date: May 13, 14, 15 Location: Beirut Hall, Sin el Fil Scope components Component 1: divided into two sub-categories: 1A Production (stage, booths, structures, excluding design) and 1B AV systems (screens for stage, TVs for signage and booths across the different rooms / halls, light, sound, speakers, internal communication systems) Component 2: Management (pre-event and during event management) Component 3: PR and Media (pre-event, during event, and post-event coverage) Component 4: Public Affairs (protocol) Summary of event activities: The summit activities will cover three days from 12:00 pm to 8:00 pm. Only day 1, May 13th, will start at 3 pm for the official opening. It will include main registration hall, VIP and media section, main stage activities (presentations, talks, presentations etc.), exhibition area (internal and external exhibitors with around ~100 booths), side stage for small presentations, breakout rooms for parallel workshops, meetings and activities. In the appendix: PowerX deck The technical specs (for components 1A, 1B) Objectives The objective of this call is to assign an agency or individual that can handle the components in full or separately for each component. The service provider will need to reflect the utmost professionalism and experience in handling the needs of the summit to help us position it as a yearly milestone event. Scope of work and timeline The service provider will need to support before, during and post the summit as per the below general timeframe and scope for the components. As mentioned above, the service provider can apply for one or more components within the scope. The timeframe will be around 2 months covering April, and May 2025. Component 1: two sub-categories (1A production, 1B AV systems) Component 1A: Full event production: Sections: Registration Entrance Main stage Exhibition area Breakout rooms Designs will be shared upon request from interested applicants as per the section How to Apply Every interested and eligible agency / individual will need to sign a non-disclosure agreement (NDA) as a first step to maintain the confidentiality of the designs and details Once signed, the agency is expected to study the designs, layouts and needs and produce the stage, booths and material branding as needed. The specs and details are mentioned in a separate technical sheet 1A which will be sent to the relevant agency. Component 1B: AV systems: The agency will also be required to source different suppliers for the various AV and production needs such as sound (speakers, microphones, internal communication system mixers for screens etc.), lighting (for location lighting, ambient lighting, stage lighting etc.), screens (main stage, vertical screens for branding etc.), furniture (chairs, lounges, tables, plants are excluded) The specs and details are mentioned in a separate technical sheet 1B Component 2: Event Management One event management consultant will be commissioned to support in the planning and implementation of the PowerX summit. Description: He / she will coordinate between the Berytech team, the venue team, the production team, the PR agency and other needed entities. He / she will also need to be a main focal point on ground during the implementation of the event and be present for the necessary event closing and debriefing post summit. Timeline: He/she will be responsible to support during the following phases covering a period of ~2 months. Planning phase (April) Implementation phase (May) Post-event phase (May) Scope of Work: Pre-event: (April) Needs Assessment Conduct meetings with stakeholders to understand event goals, target audience, budget, and expectations. Identify key deliverables, timelines, and resources required. Logistics Planning Develop a comprehensive timeline and event action plan, outlining milestones and responsibilities. Program & Content Development Assist with creating a detailed run-of-show based on the agreed-upon agenda, and scheduling for activities, speeches, and presentations Coordinate with activity coordinators, speakers, panelists, to finalize content and logistics. During event (May) On-Site Coordination Oversee event setup, including vendor installations, staging, and décor. Act as the primary point of contact for vendors, staff, and stakeholders. Technical & Audiovisual Oversight Supervise sound, lighting, and audiovisual setup. Coordinate with technicians for smooth operation during the event. Program Execution Ensure the event runs according to the agenda and timeline. Coordinate with speakers, performers, and moderators to keep the program on track. Post event (May) Event Wrap-Up Supervise teardown, ensuring all equipment and materials are accounted for. Ensure vendors fulfill their obligations, including cleanup. COMPONENT 3: Public Relations and Media The individual(s) will need to support in sourcing and reaching out to key media and public figures and support on-ground during the event. The service should cover the periods before the summit to create a buzz around the event, during the summit to secure coverage and the right hosting/seating with the key figures and post summit coverage. Pre-event support: April 2025 Database and relationship management: Media Personalities/outlets: Propose a list of prominent Lebanese media personalities and media outlets who can create significant hype around the event. Regional trade media outlets: reaching out to relevant entrepreneurship media outlets that can possibly cover the activities of PowerX Influencers: Share a list of relevant influencers who can help promote PowerX through their platforms. Media Outlets: Contact various media outlets such as radio stations, TV channels, and online news websites to secure coverage for the event. Media partners: suggest and handle the media partners to ensure they get the exclusive agreed upon material Pre-event coverage: Pitch and secure coverage about PowerX (through the media partners or otherwise) to create a hype around the event : through interviews, scheduled ad campaigns, articles etc. Help organize and run the press conference: around a month prior to the event (mid to third week of April) Press release: help create, disseminate and secure coverage for the press release that should come out following the press conference Teaser campaign: coordinate and run influencer activations to add more hype around the PowerX summit around a month prior to the event On-site Media Management (during the event): for 3 days May 2025 Welcome, host and support the on-ground media during the 3 days of the PowerX summit and especially during the official opening ceremony which will take place on the 13th 3pm Man and support the media corner: secure interviews for the key people, VIPs and public figures in the media corner Ensure that the media partners and other outlets and influencers cover the activities happening on stage and the exhibition area Provide them with the needed media kits (supported by the Berytech communication team) Post-summit coverage: May (second half) 2025 Following the closing of the summit, the agency should follow up with all the media outlets to: Thank them for their support Help in sending, disseminating, and securing coverage for the press release (3 languages) Share the pictures and short videos to send to the media for post event coverage Prepare a full media/influencer coverage report COMPONENT 4 PUBLIC AFFAIRS AND PROTOCOL Scope of Work Pre-event: Compile and manage the guest list for VIPs, government representatives, and international dignitaries. Draft formal invitations, ensuring adherence to diplomatic language and hierarchy. Coordinate RSVP management, confirmations, and special requirements for VIPs (security, seating, dietary needs). During event: Lead the hostesses in welcoming the different figures. Tender Link : https://daleel-madani.org/civil-society-directory/berytech/calls/call-full-production-and-management-services-berytech-power-x
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