TERMS OF REFERENCE (TOR)

FOR EVENT MANAGEMENT SERVICES

Passing Gifts Private Limited (PGPL) is inviting proposals from reputable and qualified companies with a track
record of providing successful Event Management Solutions. We are looking for a event management company
which can help us in organizing events/trainings/seminars in its area of work (Delhi & NCR, Bihar, Orissa,
Andhra Pradesh)
Background
About Passing Gifts Private Limited (PGPL) -(A wholly owned Subsidiary of Heifer International)
Passing Gifts Private Limited (PGPL) is a social enterprise and technical support agency with its primary
objective to implement projects, social impact advisory and consultancy services, with a goal of generating a
positive social and environmental impact, to maximise social return on every investment.
Our portfolio comprises of programme design, management, implementation, impact evaluation, research,
policy advisory, strategic consultancy, monitoring & evaluation and end-to-end management of sustainability
and corporate social responsibility programmes.

Objectives:

To facilitate and organize the quality delivery of the day-to-day events for Passing Gifts Private Limited. and
its associated programme unit, the event management team will be responsible for ensuring the
arrangements, logistical, administration, and preparation of the event run in a timely and effective manner.

The principal objectives are to:

 Work closely with Passing Gift’s team to ensure effective preparation, management, and execution
of the events in accordance with the highest national standards.
 Ensure quality service to organize conferences, workshops, training, meetings, accommodation, travel,
and events in a timely and efficient manner.
 Ensure that the facilities such as the conference hall, information technology, stationery and catering
meet the required standard of such events as per requirements.
 Ensure that the implementation process is consistent with the established timeline of the event.
 Ensure the events are well grounded in the local context and cultural sensitivity.

Responsibilities of the event management company:

1. Conceptualization and organizing the event based on the expected event outcome from Passing Gifts.
1.1. Selection of venue and venue setup
1.2. Propose the requirements based on the event scale
1.3. Propose the visibility items and options based on the event scale
1.4. Arrange the photographer and videographer as per the requirement of the event
1.5. Report writing and technical documentation.
 2. Arrangements, logistical, administration, and preparation of the event to run in a timely and effective
manner.
2.1. Selection of accommodation based on the event scale requirements.
2.2. Basic administration support to run the events
2.3. Travel arrangements based on event requirements.
2.4. Resource management to support the event.

Scope of work

The service provider should provide full fledge event management support ensuring smooth logistical
preparation and execution in the three states ( Bihar, Andhra Pradesh, Orissa) and the Delhi and NCR where
the Passing Gift is operating. The assignments are not bound to one location and should be available for
field travel sometimes at the short notice. The assignments can be in the interior villages of the three
mentioned states. Upon the requirement, the service provider shall identify a suitable location and venue
with other required service providers and present up to 3 options to offer (where possible) for consideration
and approval.

The service provider will work closely under the overall supervision of Passing Gifts.

1. Administrative services:

 In line with the program requirement, Event Management to ensure that the quoted offers to
meet the minimum specification requirements for accommodation, venue, catering, equipment,
list of participants, folders for participants, name tags etc. and for each request will be
provided/agreed in writing prior to commencement of the services. Products and materials to be
used in the events shall be eco- friendly and sustainable to the maximum extent possible.

 To deliver event management services based on proper authority from the requesting unit;

 To provide event management services as requested despite of the working hours or working weeks
to meet Passing Gifts emergency response when occur.

2. Service support during events:

 Timely arrange an event consumable: flipchart paper, markers, participant folder with stationery and
materials, name tag, Specific requirements for each request will be provided/ agreed in writing prior
to commencement of the services.

 To liaise and coordinate with conference venue management on all the organizational issues. This
includes setting up the meetings themselves.

 To arrange participants' registration to the event, including (a) staffing of event

reception/registration desk; (b) monitoring of and reporting on actual attendance at the event.
Specific requirements for each request will be provided/agreed in writing prior to commencement of
 the services.

 Appoint one of their employees as a focal point for coordination and communication from the
beginning till the completion of the event and settlement of reimbursement.

 To provide services for copying and printing of materials as well as technical support, including IT
support and narrators/translators ( English) where needed, coordination with venue management
throughout the event and ensure that all requirements are provided and arranged on time and as
required, including the catering arrangements and travel arrangments.

 To take on any miscellaneous tasks, to ensure smooth management of the event that might arise
before, during, or after the event.

3. Accommodation services:

 To make the requested room reservations for accommodations as and when required in
accordance with the standard Passing Gift’s policy .

4. Conference halls (venue) rental services:

 To make timely arrangements for and ensure electronic and audio-visual equipment are rented,
installed, and fully functional (screen, LCD, pointers, notebooks/laptops, desktop, printers,
photocopy machine, conference system, the system for simultaneous translation, tape
recorder, lightning, cable extension, etc.). Specific requirements for each request will be
provided/agreed in writing prior to the commencement of the services.

5. Travel arrangement:

 Coordinate and confirm participants and local travel arrangements.

 Site visit arrangements.

6. Catering services:

 To make timely arrangements for serving meals (lunch, coffee breaks, dinner, reception) in line with
the approval. Specific requirements for each request will be provided/agreed in writing prior to
commencement of the services.
 Specific requirements for each request will be provided/agreed inwriting prior to commencement of
the services.

7. Photo/video services:

 To provide photo and audio/video documentation and make a production of the photos and
 audio/video as requested. Specific requirements for each request will be provided/agreed in writing
prior to commencement of the services.

 Within the day or during the event to provide the best quality photo.

 Ensure that the photographer or videographer adheres to media policy intaking videos or photos
during the event.

 Produce audio video recordings where required.

8. Documentation

 Event report writing and technical documentation.

Outputs/Deliverables:

Technical and financial reports are to be submitted within two weeks after the completion of the event.

Report:
A detailed report on all assignments covered including locations and assigned supervisor details.

Qualifications/Competencies:
The Events Management Agency must have prior experience in the following:

o At least 5 years of experience in events management and support (design, organizing,

managing, and implementing events for at least 100 participants), which may also include
scheduling lodging/travels for event participants and guests and coordination with media.

o Proven track record in successful organization and management and content development of
physical and online events such as conferences, webinars, digital campaigns and round table
debates.

o Documentation to demonstrate that the Events Management Agency meets the qualification
requirements should be provided. It should include the following

If you have the required qualifications and are interested in this contract, please submit:

 A proposal describing the previous work done in this area.

 A portfolio of previous work of organizing the events
 CVs of the team members in charge of this project
 A financial proposal indicative of the breakdown of all costs Company’s requirements regarding rates,
sign-off, payments, etc.

Selection Criteria
a. Profile and experience of the company 30%
b. Professional capacity and experience of professionals assigned 20%
c. Pricing 20%
d. Timeline to complete the project 20%
e. Accessibility and proximity of the support team 10%

All proposals should be submitted to procurement-in@heifer.org Please mention, “PGPL Event Management
Service proposal” in the subject line.

Last date to Apply: 23rd March 2024