TERMS OF REFERENCE (TOR)

(TOR):
Hiring An Agency for Event Management Service Provider For Organizing Gender
Equity Movements in School (GEMS) Learning Dissemination Workshop at
a National
Level of JANO Project.

About Plan International

Plan International is an independent development and humanitarian organisation that advances
children’s rights and equality for girls. Plan International envisages a world in which all children and
young people realize their full potential, a vision now shared by the 193 Heads of State and
Government who adopted the 2030 Agenda for Sustainable Development in September 2015.
We believe in the power and potential of every child. But this is often suppressed by poverty,
pov violence,
exclusion, and discrimination. And its girls who are most affected. Working together with children,
young people, our supporters, and partners, we strive for a just world, tackling the root causes of the
challenges facing girls and all vuln
vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare
for – and respond to – crises and adversity. We drive changes in practice and policy at local, national
and global levels using our reach,
each, experience, and knowledge.
We have been building powerful partnerships for children for over 75 years, and are now active in more
than 70 countries.
Read more about Plan International's Global Strategy: 100 Million Reasons at
https://plan-international.org/strategy
international.org/strategy
Our work on adolescent sexual and reproductive health and rights (SRHR) has been developing for a
decade or so, and is underpinned by a gender
gender-transformative approach aiming to tackle root causes of
gender inequality and shifting unequal power relations that shape the prevailing social and gender
norms that control girls’ sexuality. Adolescent SRHR has been prioritised by a high number of Plan
International’s country
ountry offices in recent years, with exciting work underway in all regions where we
work. Our key investment areas for SRHR are:
 Increasing access of adolescents to comprehensive sexuality education and promote
dialogue that enables adolescents to expl
explore
ore values and attitudes, and build skills and coping
mechanisms regarding sex and sexuality.
 Strengthening quality adolescent
adolescent- and gender-responsive SRHR services
 Strengthening SRH support for adolescent girls and young women most-at at-risk.
 Reducing
ducing Child, Early and Forced Marriage and Unions and Female Genital Mutilation /
Cutting.

About Plan International Bangladesh

Plan International Bangladesh plays an important role in mobilising children, communities and civil
society organisations to claim the rights of children and achieve agreed upon local development
priorities, towards a commitment of ensuring the wellbeing of children in support of the United Nations
Convention on the Rights of the Child (UNCRC). Plan International is an independentindepende organisation,
with no religious, political or governmental affiliations, and with a vision of a world in which all children
realize their full potential, in societies that respect people's rights and dignity. Plan International started
its operations in Bangladesh in 1994. The organization is implementing its country strategy-V
strategy (CS2030)
at present. Plan International Bangladesh is implementing programmes in three thematic areas- areas Sexual
and Reproductive Health Rights (SRHR), Skills and Opportunity for Youth You Employment and

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Entrepreneurship (SOYEE) and Girls, boys and youth as drivers of change (LEAD). The overall goal of
SRHR programme is – to promote an enabling environment for girls and young women to realize their
sexual and reproductive health and right
rights and to live free from violence.
The vision of Plan International Bangladesh is, ‘We will partner to empower girls and young women, to
be heard, to live without fear of violence and to achieve their rights’. We have started the new country
strategy in July
ly 2020 aiming to achieve this exciting and ambitious vision.

Background of the assignment

PROJECT OVERVIEW

The overall objective of the Joint Action for Nutrition Outcome (JANO) consortium project is to
contribute to ending malnutrition of children under five years of age, together with addressing the
nutritional needs of Pregnant and Lactating Women (PLW) and adolescent girls. To achieve this, the
strategic objective of the JANO project is to improve maternal and child nutrition through the
implementation of a multi-sectoral
sectoral approach and strengthen the nutritional governance in Nilphamari
and Rangpur districts. The project is working at district and sub
sub-district
district level, to implement the National
Plan of Action for Nutrition (NPAN -2).2). One of the major expected results of the project is the
introduction of Sexual Reproductive Health and Rights (SRHR) and adolescen
adolescentt nutrition issues. This
European Union (EU) funded project is managed through a consortium led by CARE Bangladesh and
implemented together with Plan International Bangladesh and the Eco-Social Eco Development
Organization (ESDO).

The JANO project targets 7 upazilas

pazilas across 2 districts of Rangpur and Nilphamari. This covers 64
unions. The project works in a total of 331 schools, of which: 34 are primary schools, 248 are
secondary schools, and 49 are madrasas.

To meet this objective, JANO’s Strategic Objectiv

Objectivee is to “improve maternal and child nutrition through
implementation of multi-sectoral
sectoral approaches and strengthened nutritional governance in Nilphamari
and Rangpur districts of Northwest Bangladesh.” The project recognizes that long-term
long impact can only
be achieved by working at all levels of systemic governance and supporting the government to
implement the National Plan of Action for Nutrition. To achieve this objective, JANO has four Estimated
Results (ER):

 ER1: Women and adolescent girls in communities, through Community Support Groups, are
empowered to demand and utilise both nutrition
nutrition-sensitive and nutrition-specific
specific services
 ER2: Coordinated and resourced sub sub-national
national and local government structures recognise, respond
to, and are accountable to the de
demand
mand of poor and marginalised communities
 ER3: Increased productivity and income growth, through nutrition
nutrition-sensitive
sensitive value chains and
affordable access of households, to nutritious products and services
 ER4: Government departments, both vertically and horizontally, are connected through effective
ICT platforms leading to better planning, coordination, monitoring and accountability

As part of the JANO project, Plan International is responsible for suppo

supporting
rting delivery of Expected
Result 1 which focuses on engagement with schools.

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Background of this activity
Gender inequality and discrimination persist as significant challenges in many societies, including
Bangladesh. In a bid to confront this issue at its very roots, the inception of the Gender Equity
Movement in Schools (GEMS) initiative took place in the nonorthern
rthern region of Bangladesh, encompassing
331 schools within Rangpur and Nilphamari. The primary objective of GEMS is to actively advance
gender equality while empowering the spectrum of students, teachers, and relevant stakeholders
through the cultivation of an all-inclusive
inclusive and independent learning environment.
Given the breadth of the GEMS achievements, results, learnings, the wealth of data produced and the
number of good practices it has created, project has planned to share with and showcase these with
wit
the national level stakeholders through organizing a national event in Dhaka. This event will:
 Present the GEMS achievements highlights, lessons learnt, good practices and
recommendations to the national stakeholders.
 Display Project’s Knowledge
nowledge Manageme
Management products, SBCC and IEC materials to the national
stakeholder.
This event will take place in a venue in proximity to The Radisson Blu Dhaka/ InterContinental
Dhaka. There will be around 150 participants in this event.

Overall Objective
The hired Event Management Service Provider
Provider/firm
/firm will be fully responsible to organize and manage
overall event ensuring all the required deliverables are met successfully.

Specific OBJECTIVE/S OF WORK:

1. Ensure that the best preparation is taken for organizing a national sharing event (pre-event).
(pre
2. Ensure that proper logistical, technical and team management processes and support mechanisms
are actively in place during the time of the event. (during the event)
3. Ensure that proper media coverage and media monitoring and event report preparation along with
media reach are done in time after the event. (post
(post-event)

Deliverables:
1. Invitation Management
 The consent
onsent of the Chief Guest (Education Minister is preferable) is confirmed to participate in
this eventt in consultation with PIB.
 Chief Guest is well briefed about the objectives of the event and his/her role, role preparation of
talking points.
 The consent
onsent of the Special Guests (DSHE, DGFP, NCTB, BNNC, DGHS, Secretary-MoWCA
Secretary and
cabinet division preferable) from the Government and Ambassadors (EKN, Norway, Sweden,
UK, Canada) for participating in this even is confirmed.
 Participants list is finalised in consultation with PIB.
 Invitation letter/Card (in soft and hard copy) is developed in consultation with PIB.
PI
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  Invitation is reached out each invitee (via e-mail, hard copy letter, in-person)
person)
 Invitation to the participants is followed up and finalization of a list of confirmed participants.

2. Venue Management
 Finalization of venue at Dhaka (Preferable venue: The Radisson Blu Dhaka/ InterContinental
Dhaka/Pan Pacific Sonargaon) in consultation with PIB.
 Venue with proper seating capacity of 1 150 persons. Seating arrangements should be Banquet
Style (Round tables with chairs).
 Main stage platform ranges from 20 feet by 20 feet to 40 feet by 40 feet. The height of the stage
in the range of 1 to 4 feet.
 Proper space for Stage wings and these wings will serve as entry and exit points for speakers,
presenters, and performers, allowing them to move on and off the stage seamlessly without
being visible to the audience
audience.
 Stage backdrops need to be aesthetically pleasing and professional setting for the conference
with proper branding and to align with the conference theme. Backdrop's size is proportional to
the stage dimensions, providing a balanced visual effect.
 Set up proper entrance gate, indication signage, registration booth (category wise),
wise) food corner,
display corner and stalls (max: 2/3) for materials display is booked much in advance and made
ready for the event.
 Proper sound systems and multimulti-media projectors are confirmed,, checked and made available
for the event.
 Seating arrangement are properly mapped out and confirmednfirmed with proper seating instructions in
consultation with PIB as per event schedule.

3. Food
 Morning snacks and lunch (best quality foods) for the participants are confirmed (160 max) and
made available for the event.
 Foods are served in proper time as per schedule in designated food corners.

4. Communication and media work

 The venue and stage are properly decorated with proper banners with LED display,
display Festoons,
x-banners, flyers, flowers and other decorated items. etc.
 Stalls are also decorated with branding standee and x-banners.
 Display corner is equipped with LED display/multimedia project and different project videos
(provided by PIB) are continuously displayed
 A proper press release (English and Bengali) was drafted in consultation with PIB and sent-out.
 Ensure nationally recognized media engagement both printing and electronic for media
monitoring and coverage.
 Ensure photography, videography and Live Telecast of the event on Social media platform.
(JANO Facebook page)

5. Gift Items for the participants

 Quality full bag with proper logo in line with PIB branding guidelines
s and consortium branding
guidelines.
 Note Book with proper logo
 Pen with proper logo
 GEMS Brief (Soft copy Developed by PIB and printed by hired Event Management Service
Provider)
 Story Book (Provided by PIB)
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  Photo Book (Provided by PIB)
 Nutritional Plate and Mug only for special guests (Provided by PIB)

NOTE: Ensure project’s proper branding and visibility for all items in all activities in
coordination with Project and organization
organizational branding/visibility guidelines.

6. House-keeping:
 Attendance registration for the participants are done properly.
 Conference folders
rs are properly prepared and made ready for the participants.
 Mouth-speakers
speakers are available in stage and also among the intended speakers in the audience.
 Drinking water are available for the participants in the meeting.
 Flower buckets in the audience table is properly placed.
 Travel allowance/honorarium
ium are transferred to the eligible guests listed by PIB.
7. Security:
 Necessary security clearance is taken from proper authority.
 Necessary security briefing is done to the related agencies
agencies.

8. Report:
 An inception report including a detailed work plan is submitted to PIB within a week of signing
the agreement
 A draft progress report on proper is shared with and submitted to PIB one week before the
beginning of the event
 One short video of the event (not more than 3 minutes)
 An event completion and fina
final report with required documents are shared and submitted to PIB.
 Media coverage news clips (digital/printed/soft copies)

Timeline of the assignment:

Duration of the assignment from January 28, 2024 to March 10, 2024.. Estimated deadlines are:
Activity/ deliverable Time line
Agreement signing By January 28,, 2024
Inception meeting with the project team and Plan By January 29,, 2024
international
Safeguarding orientation of the Event Management Service By January 29,, 2024
Provider
Submission of detail work Plan in consultation with Plan By February 04,, 2024
International Bangladesh
Invitation letter are circulated among the participants By February 6,, 2024
Confirmation of venue and foods By February 7,, 2024
Invitation follow-up and confirmation Till February 22,, 2024
Finalization of gift items By February 19,, 2024
Security clearance By February 20, 2024
Venue preparation with communication materials By February 23,, 2024
Preparation and finalization of learning materials for the By February 23,, 2024
conference folders.

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Finalization of banners and other communication materials By February 20, 2024
for the event
Prepare press release By February 22, 2024
Confirmation of sound system, Multi Multi-media projection By February 24, 2024
system
Decorate the event venue with the necessary materials By February 25, 2024
Organize the event (registration, reception, foods, media On 27 February, 2024
coverage, moderation, report writing, display stalls)

Media coverage By February 27 & 28, 2024

Report submission By March 10,, 2024

Mode of Payment
Instalments Percentage Timeline
First instalment 40 After submission of the inception report and its acceptance.
Second instalment 30 After completion of the event
Upon submission and acceptance by Plan International of
Final instalment 30
the final report with required documents

Competencies and experiences

Key requirements for individuals and the Event Management Service Provide firms:
 Must have working experience to organize, manage and conduct national level events with
INGOs, high level government officials (ministry, directorate, secretariat) international delegates
etc.
 Experience in live telecast of the event.
 Strong knowledge of translation, proof reading, design, photography and documentation.
 Experience of developing,, designing and printing items (banner, x-banner,
banner, flyer, booklet etc.)
 Proven knowledge and understanding of child protection issues, gender equality, SRHR, life
skills, and gender-based
based discrimination and violence
violence.
 Comprehensive and up to date knowledge of laws, policies and rules related to child protection;
 Good understanding of gender issues in the community (for girls as well as boys) and
demonstrated practical experience of designing gender transformative and inclusive
approaches;
 Excellent written communication skills in Bangla and English

Educational qualifications of candidate/ team leader:

 Master’s degree in Communications, Journalism, English, Pu
Public
blic Relations, Public Health, or
related fields;

Evaluation criteria
 Relevant competency/experience of team leader and team members (team composition,
contextual understanding, multi
multi-media
media related expertise, relevant thematic experience, work
sample): 35
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  Appropriate methodology to address study objectives (conceptualization, method, equipment,
writing skill, equity, diversity and inclusion): 40
 Value for money: 25

Preparation of proposal
The proposal will be divided into two parts and should be submitted in two separate folders i.e.
technical and financial. The technical part of the proposal should not exceed 10 pages and will contain
the following:
 Detailed methodology and detailed timeframe for the assignment ensuring participation and
engagement of relevant participants and stakeholders.
 Detailed approaches of finalizing photography strategy and capacity building approach,
supervision and coordination
tion mechanism during the process of photo collection and finalization;
 Detailed proposal for Bangla translation of the content and design concept for practitioner
handbook
 Samples copies of previous works on photography and translation books and or case stories s
both in Bangla and English;
 CVs of key members of the team included a photographer and graphic designer with relevant
experiences, each of the CV not more than 2 pages.
 Copy of VAT registration certificate (for consulting firm);
 Copy of valid TIN certificate
rtificate and bank account detail.

The financial proposal should clearly identify, item wise summary of cost for the assignment with
detailed breakdown within 5 pages. The budget should not contain income tax as a separate head; it
can be blended with thee other expenditure, as it will be deducted from the source. However, VAT can
be mentioned in the budget as per government regulation. The organization will deduct VAT and Tax at
source according to the GoB rules and deposit the calculated amount to the go government
vernment treasury. The
Event Management Service Provider
Provider/consulting
/consulting firm is expected to provide a justified budget, which is
consistent with technical proposal.

Assignment Completion Timetable

The assignment must be completed and delivered on or before March 10, 2024..

Submission of Proposal
The technical and financial proposals should be submitted electronically to the email address:
planbd.purchase@plan-international.org
international.org on or before January 18, 2024 with an email title”
Proposal for an Event Management Service Provider For Organizing GEMS
Dissemination” the subject line. The quote for the work should be submitted in MS Excel or PDF
format through email.

Ethical Considerations
Plan International is committed to ensuring that the rights of those participating in data collection or
analysis are respected and protected, by Ethical Framework and our Child and Youth Safeguarding
Policy. All bidders should include details in their pro proposal
posal on how they will ensure ethics and child
protection in the story, video and still photo collection process. Specifically, the bidder shall explain how
appropriate, safe, non-discriminatory
discriminatory participation of all stakeholders will be ensured and how special
spe
attention will be paid to the needs of children, young people and other vulnerable groups. The Event
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Management Service Provider(s) (s) shall also explain how confidentiality and anonymity of participants
will be guaranteed
The Event Management Service Pr Provider(s)
(s) should be aware that there will be nothing in this
assignment which may be harmful for respondents regarding legal or medical ground. No one would be
forced to provide information for the expected outputs/deliverables of this assignment. The objectives
obje
will be clearly explained to all the respondents of this assignment before gathering
stories/data/photos/videos from them. The photos/video
/video collectors will be abstained from collecting
videos and photos from those who will deny or show any kind of d disinterest
isinterest in providing information.
Thus, verbal/written consent of the respondents should be taken before collecting videos and photos.

Bindings
All event videos, photos, documents, papers, and data produced during this assignment shall be
treated as Plan
lan International Bangladesh’s property and restricted for public use. The contracted Event
Management Service Provider team /consulting firm will submit all photos, videos, documents,
materials, and relevant data to the country office of Plan Internationa
Internationall Bangladesh before receiving the
final payment.

Negotiations
Once the proposal is evaluated, Plan International Bangladesh may enter into negotiation with one or
more than one Event Management Service Provider team/consulting firm for final selection. If
negotiations fail with one bidder, Plan International Bangladesh will invite another Event Management
Service Provider team /consulting firm whose proposal was received and eligible for negotiation as a
next choice.
oice. If none of the invited proposals led to an agreement fresh Requests for Proposals (bidding
document) will be circulated.

Award of contract
The Event Management Service Provider team/consulting firm expected to commence the assignment
within 2 days of signing contract.

Risk Management
The Event Management Service Provider team must take all reasonable measures to mitigate any
potential risks to the delivery of the required outputs of this assignment in time meeting the expected
quality.

Disclaimer: Plan International Bangladesh reserves the right to accept or reject any or all proposals
without assigning any reason what so ever.

Global Safeguarding Policy for Children and Project participant

The firm/individual shall comply with the Chil
Childd Protection Policy of Plan International Bangladesh. Any
violation /deviation in complying with Plan’s child protection policy will not only result-in
result termination of
the agreement but also Plan will initiate appropriate action in order to make good the damages/losses
da
caused due to non-compliance
compliance of Plan’s Child Protection Policy.

Non-Staff
Staff engaged by Plan International Inc. (PII) Code of Conduct

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The firm/individual shall comply with the Non
Non-Staff
Staff engaged by Plan International Inc. (PII) Code of
Conduct off Plan International Bangladesh. Any violation /deviation in complying with Plan’s Non-Staff
Non
engaged by Plan International Inc. (PII) Code of Conduct will result
result-in
in termination of the agreement.

Anti-Fraud, Anti-Bribery,
Bribery, and Corruption
The firm/individual shall comply with the Anti
Anti-Fraud, Anti-Bribery,
Bribery, and Corruption of Plan International
Bangladesh. Any violation /deviation in complying with Plan’s AntiAnti-Fraud, Anti-Bribery,
Bribery, and Corruption
policy will result-in
in termination of the agreement.

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