Call for Proposals-Event producer and/or an event production agency At International Treatment Preparedness Coalition

Background

The International Treatment Preparedness Coalition (ITPC) is a global coalition of PLHIV and community activists working to achieve universal access to optimal HIV, HCV and TB treatment of those in need. Formed in 2003 by a group of 125 HIV activists from 65 countries at a meeting in Cape Town, ITPC actively advocates for treatment access in eight regions across the globe. ITPC believes that the fight for treatment remains one of the most significant global social justice issues.

The Make Medicines Affordable Campaign works to bring down the price of HIV, TB, Hepatitis C, and potential COVID-19 medicines and vaccines, specifically in middle-income countries (MICs). Make Medicines Affordable (MMA) believes it is every person’s right to access the treatment they need, and that intellectual barriers (IP) preventing access must be removed. The MMA campaign is a civil society-led initiative made up of civil society organizations from over 20 countries. These organizations include patients, lawyers, health experts and activists, who have chosen to challenge the IP measures through successful legal and technical interventions, in-line with the TRIPS (Trade-Related Aspects to Intellectual Property) agreements, and working to change patent laws to improve access to medicines.

In the over two decades of TRIPS implementation, civil society and particularly community-based groups like people living with HIV, HCV and cancer have played a key role in advocating for, ensuring the use of, and even directly implementing TRIPS flexibilities through patent oppositions and litigation. The extent of work and expertise of CSOs and the critical role they play in balancing WTO mandated IP rules with public interest and health while also resisting the onslaught of TRIPS-plus measures is underappreciated and under-resourced.

The Global Summit serves as a platform to reflect, discuss and strategize on over two decades of the implementation of the TRIPS Agreement and Doha Declaration, its impact on health and access to medicines and to both imagine and reimagine what the next two decades of TRIPS implementation will or could bring, especially in light of COVID-19. The recognition, preservation and sustainability of the work of civil society in this regard is central to the theme and sessions at the Global Summit. The Summit will take place in a hybrid in-person and virtual format for 3 days on 19-21 July, in Istanbul, Turkey.

Consultant Scope of Work

ITPC is seeking an event producer and/or an event production agency that will support the daily production of the Global Summit on Intellectual Property Access to Medicines 2022. (GSIPA2M2022). The Summit will include the participation of roughly 80 participants from 19-21 July, starting at 9h00 and ending at 18h. There will be one large plenary room, and 3-4 breakout rooms. The event will include interpretation in up to 5 languages with potentially up to two parallel sections. Only plenary and parallel sessions will be streamed.

Duration of Consultancy

• 1 July to 30 August 2022

Deliverable

• Provide quality sound system including mics, mic stands, soundboard etc.
• Provide video projection for in-person participates
• Provide high quality video camera to record event and provide video for streaming
• Provide lighting system for the stage
• Provide equipment for streaming system, ensure quality internet connection and monitor streaming throughout the summit.
• Provide technical assistance and staff throughout the summit for all services provided
• Provide furnishing, stage set-up, and installation (i.e. podium, backdrop) for the event according to event organizer requirements
• Attend regular calls with event organizers to understand requirements and coordinate
• Site visit with event organizers 2 days before event to ensure all equipment and installations are functioning, including sound and video checks, streaming and internet connection checks.
• Provide daily on-site assistance for the audio-visual and virtual production demands of the event, including primary coordinator and contact for IT pre-production checks and daily monitoring: availability of material (ex. projector, speakers, microphones, other audiovisual equipment required for live streaming), availability of proper internet connection responding to the demands of the event, other IT-related demands, including daily monitoring to fix bugs.
• Ensure the production of the online streaming of the sessions both for participants and speakers, when the session is required to be streamed and the material necessary for this production.
• Liaise with the hotel and interpretation providers on equipment and connectivity

Education & Experience Requirements

• Degree or equivalent experience in event planning
• 5-7 years of experience in event planning providing audio-visual, streaming, and IT services
• Knowledge of audio-visual tools, IT technologies for events
• Demonstrated ability to provide high-quality services based on the needs of the client
• Experience organizing events of up to 100 participants
• Experience working with civil society and/or international agencies a plus
• Must be Istanbul-based, or have demonstrated experience in mobilizing teams and equipment in Istanbul
• Fluency in English

Method of Selection

Competitive Negotiations method shall be used to determine the winner. The following selection criteria with relative weight of criteria showed in percentages shall be used for selection for the bidders’ proposals that meet all obligatory qualification/eligibility requirements above and that essentially meet the above scope and deliverables:

1. The quality of services provided at previous events (relative weight of criteria 30%) – shall be assessed based on portfolio;
2. Knowledge and experience with industry standard event planning tools and equipment (relative weight of criteria 20%) – shall be assessed based on CV and;
3. Degree or equivalent experience in event planning (relative weight of criteria 20%) – shall be assessed based on CVs of main staff or short description of team experience with description of previous work;
4. Value for money (relative weight of criteria 30%) – shall be assessed based on provided quotation and scope of the work to include the following sections:
   1. Sound
   2. Video
   3. Camera
   4. Streaming
   5. Staff

Compensation

Applicants are invited to submit a quote with the total budget itemized by service, equipment and staff for the main services described above. Payment will be made within 30 days upon delivery of the monthly invoice.