About Sawt

Strengthening Civil Society and Media Systems (Sawt) Activity is a five-year (2022-2027) cooperative agreement funded by USAID and implemented by Internews in partnership with Mercy Corps and the International Center for Non-Profit Law (ICNL). Sawt aims to foster sustained civic engagement in Jordan through civil society and digital media innovations through two objectives: 1) Good, Trusted Knowledge-Building Resources: Citizens and civil society build knowledge through accessing and engaging critically with accurate and fact-based information and 2) Participation & Advocacy: Citizens and civil society organizations (CSOs) in Jordan effectively participate in civic spaces and advocate for policies through knowledge-based collective action.

About Internews

Internews is an international nonprofit operating in 100 countries. At Internews, we believe everyone deserves trustworthy news and information to make informed decisions about their lives and hold power to account. We train journalists and digital rights activists, tackle disinformation, and offer business expertise to help media outlets become financially sustainable. For more information about the organization please visit: www.internews.org.

Summary 

Sawt intends to engage a service provider to hold a networking event in Amman for the Sawt Advocacy and Media Partners (150 attendees from 70 organizations with representation from all governorates). The networking event aims to support the effective engagement of civil society organizations, media, private sector, and government through the creation of platforms for constructive dialogue. The event also aims to discuss key advocacy issues, identify common priorities, and work towards joint action plans. These meetings will facilitate knowledge exchange and synergy among all stakeholders, foster relationship-building, and encourage collaboration, all of which are essential for advancing advocacy efforts and achieving impactful outcomes. The event will be conducted over the duration of 1 day and through four consecutive sessions and a side exhibition. Each session will focus on a specified thematic area and will include panel discussions and facilitated dialogue with the participants.  The selected company, henceforth referred to as the “Service Provider” will lead the design and implementation of the events in collaboration with the Sawt Activity team.

Objectives

Networking Event Objectives

The Networking Event aims at enhancing collaboration among civil society organizations (CSOs), media partners, private sector, and government in Jordan. These sessions within the networking events are designed to create platforms for constructive dialogue between various stakeholders on issues of priority and facilitate discussions around the four thematic areas covered by Sawt including: Civic Space, Marginalized Communities, Climate Change, and Community Development, identify common priorities, and develop joint action plans. The findings from these events will be relevant to CSOs, media organizations, government entities, and all stakeholders involved in advancing civic engagement and ensuring its sustainability.

The expected outcomes of the sessions within the networking events include enhanced collaboration among participants, improved knowledge sharing, and the establishment of sustainable partnerships that can drive collective advocacy. Each session will focus on specific thematic areas, empowering CSOs to better understand their roles and the importance of engaging with media organizations. Participants will have the chance to leave with actionable insights and new connections that can lead to more effective advocacy initiatives.

To ensure the successful execution of the four sessions, Sawt intends to commission an event planning agency. This agency will be responsible for organizing logistics, coordinating the event, and creating an environment conducive to meaningful engagement among participants. By leveraging the expertise of an event planning agency, Sawt aims to maximize the impact of these gatherings and foster a culture of collaboration that enhances civic engagement across Jordan.

Event Design

The design of the Networking Events is informed by insights gathered from previous consultations with CSOs, highlighting their preferences for focused, engaging, and relevant discussions. The networking event, to be held in Amman, will be for the duration of one day and will Each of the four thematic sessions will be held during the same day and in a consecutive manner, partners have the option to attend all four events or one of them depending on their preferences but will be mandated to attend at least one. The events will include:

• Panel Discussions: Each session will begin with a panel featuring speakers from both CSOs and media organizations, discussing interventions and sharing lessons learned within the thematic areas.
• Facilitated Discussions: Following the panels, guided discussions will encourage attendees to share their input on the thematic area, their own interventions, and priorities, fostering a collaborative atmosphere.
• Side Exhibition: A side exhibition where CSOs present each of their organization’s scope and achievements will be held alongside the event in the networking areas.
• Networking Opportunities: Each event will conclude with dedicated networking time, where participants can connect, share ideas, and explore potential collaborations. Attendees will be encouraged to use QR codes to share new insights or organizations they have learned about during the events.

By leveraging these design elements, the Networking Events aim to create an inclusive and dynamic environment that supports the objectives of enhancing civic engagement and fostering sustainable partnerships among stakeholders in Jordan.

Scope of Work

The scope of work includes the following deliverables and milestones:

1. Event Planning and Coordination

The service provider will be responsible for the comprehensive planning and coordination of four thematic networking events. This includes:

• Support coordination with event speakers, provide them with needed information about available time, time of attendance, and ensure their bios, presentation materials, and other relevant information is provided ahead of time and available during the event.  
• Finalize event agenda and produce designed version for use in the event.
• Design and produce an event package with notebook, pen, thematic areas briefs, and other supporting materials.
• Coordinate with Sawt team on liaising with partners and granting approvals.

2. Venue and Logistics Management

The provider will manage all logistical aspects of the events, including:

• Identify and secure appropriate venues that can accommodate the expected number of participants and facilitate the planned activities.
• Arrange for and manage logistic needs within venues include stage, podium, speaker seating, , backdrop installation and other needed arrangements. Conduct all pre-event hall preparation, hall, stage, and communication material setup, setting up registration tables.
• Arrange for catering services, audio-visual equipment (including roving microphones, sound system and others), interpretation, furniture and any other technical needs to ensure smooth event execution.
• Coordinate transportation reimbursement for participants by providing participant lists and other required documents to Sawt finance team. coordinate accommodation arrangements for attendees outside Amman with Sawt team as well, Sawt will coordinate with the hotel for booking and reimburse accommodation fees
• Propose and create event branding in line with USAID Sawt communication guidelines and various thematic areas.

3. Participant Engagement and Communication

The service provider will facilitate effective communication and engagement with participants, including:

• Support the invitation process, including designing the invitation, creating an event email, tracking RSVPs, and ensuring participant engagement. Sawt will be highly involved in invitation management, sending out invitation, and communication with invitees.
• Provide participants with relevant information about the events, including agendas, speaker profiles, and logistical details.
• Cover events’ communication requirements including banners, roll-ups, backdrops, photography, creating social media posts (including still posts, reels, and others as needed), creating a press release and other media related coverage requirements.

4. Event Facilitation

During the events, the provider will:

• Manage registration.
• Facilitate panel discussions and guided discussions, ensuring that conversations remain focused and productive. The event facilitators will be provided by Sawt, the event management should support in ensuring readiness of facilitators packages, note taking, and other supportive functions.
• Foster an inclusive environment where all participants feel comfortable sharing their insights and experiences.

5. Networking Opportunities

The provider will create structured networking opportunities, including:

• Organize dedicated time for participants to connect, share ideas, and explore potential collaborations.
• Implement tools such as QR codes to facilitate the sharing of new ideas and connections among participants.
• Organize a side exhibition for CSOs to display posters relevant to their scope of work.

6. Post-Event Evaluation and Reporting

Following the events, the service provider will:

• Distribute surveys to participants to gather feedback on their experiences and suggestions for improvement.
• Summarize the outcomes of the events, including key discussions, participant insights, and recommendations for future events.
• Support the development and sharing of  a thank you message to participants that includes useful documents and pictures from the event.

Eligibility Criteria

• The organization must be legally registered and possess the necessary permissions to operate in Jordan.
• A minimum of 5 years of demonstrated experience in event management.

Deliverables

1. A detailed event concept document that includes the plan, themes, structure, branding and other relevant details of event planning and implementation.
2. An invitation package including invite, agenda, and other invitation content.
3. A complete confirmed participants list following sharing invitation and confirming with participants.
4. Coordination of accommodation for attendees arriving from governorates and providing Sawt with participant list and supporting documents for Sawt to reimburse transportation fees.
5. Attendees package including detailed event agenda with details on sessions, speakers, and topics and networking aids.
6. Set and executed meetings between facilitators and speakers to prepare for discussions in coordination with Sawt.
7. Design of networking tools and side exhibition. Coordination with side exhibition participants and preparation of booths.
8. Executed networking sessions and side exhibition for including session coordination, MC, branding, furniture, catering, and other logistic needs.

All deliverables must be submitted in English in line with Sawt branding and marking guidelines and must be technically reviewed and approved by Sawt before considered finalized and delivered.

Required Qualifications

• Events Management Team Experience: The organization must have a documented record of employing staff with relevant experience in events management, specifically in organizing networking events, workshops, or conferences related to civil society, advocacy, or media.
• Events Management Organizational Experience: The organization must demonstrate proven experience in managing similar events, showcasing the ability to effectively handle logistics, facilitation, and stakeholder engagement. Experience with USAID funded activities is preferred.
• Technical Support: The organization must have the ability to provide necessary technical support, including audio-visual equipment, online engagement tools, and other logistical requirements to ensure smooth event execution.

Application Instructions

Interested service providers are invited to submit their technical and financial proposals, addressed to: jo-procurement@internews.org by 17:00 Amman time on January 11, 2025 making sure to write “Networking Event Management, Sawt Activity” in the subject of your e-mail.

Fo more information about deliverables and evaluation criteria; please send an email to jo-procurement@internews.org.