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Request for Proposals for the organisation of the SAMEA conferences


End date
CLOSED: 22 Nov 2021, 11:00
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SAMEA is a non-profit association of professionals who share a commitment to South African and African development, and a vision of a thriving world and planet. Our conference is a key expression of our identity as an association.

In terms of target market, the conference will cater to the varying needs and interests of SAMEA members – new to the field, experienced M&E practitioners and everything in-between; and individuals working in varying sectors – public, private, CSOs and development partners (DPs).

We hope to implement a hybrid conference that brings the virtual and face-to-face participants together effectively. We invite bidders with prior experience in organising such conferences to submit proposals. In their bids they are invited to summarise their prior experience in this regard, and to make suggestions and offer facilitation techniques / features to enable this. We hope to build on our existing efforts to foster co-creation, as opposed to mere sharing of knowledge by experts. You may request the complete ToR from [email protected]

PRE-CONFERENCE MEETINGS

In the last 3 days before the conference (i.e. 18 to 20 September 2022), small groups of conference participants (5 to 25 persons per group) will have preparatory meetings, either fully in-person or in a hybrid format, in order to co-create products for sharing at the main conference. The PCO will be required to organise the logistics for these last three days of pre-conference sessions.

CONFERENCE 2022

The conference will run over the course of 3 days, and will include a selection of keynote speakers, paper sessions, roundtables, debates, planning sessions, panels and a range of exhibits, networking and social opportunities.

CONFERENCE 2024

After the 2022 Conference in the final quarter of the year, SAMEA will undertake a process of reflection and document lessons learned with the PCO in order to inform the approach of the 2024 conference. The 2024 conference date and format will be determined in 2023. PCO costing for the administration of the 2024 conference should be on the same basis as the 2022 conference (i.e. similar price structure for similar line items), with potential escalation based on inflation, but will be subject to renegotiation.

DURATION OF THE CONTRACT

SAMEA wishes to contract a Conference Organiser for a period of 3 years within which they will manage the 2022 Conference as well as the 2024 Conference. Note that unlike in past years, the contract will not include the hosting of capacity building workshops in the year between conferences.

VENUE

Your proposal should include initial quotes for venues and an indication of whether further discounts might be negotiated once the tender is awarded. The conference will run over the course of 3 days, and will include a selection of keynote speakers, paper sessions, roundtables, debates, planning sessions, panels and a range of exhibits, networking and social opportunities.

COSTS AND FINANCIAL MANAGEMENT

Any consulting firm that submits a proposal to undertake this project should provide a detailed quotation that describes the activities to be undertaken and the associated costs.

PROPOSAL SUBMISSION AND CONTRACTING TIMELINE

Proposal documents, zipped into a single folder and with clear file naming, should be emailed to Marla Naidoo at [email protected] before 11:00 on Monday 22 November.

Please direct all other enquiries by Tuesday 16 November to Elnari Potgieter at [email protected].

Shortlisted bidders may be requested to make presentations in the week of 22 November.

The successful bidder will be contacted by Wednesday 1 December.