Open call: Event logistics manager for SCF Maputo conference

Context

The Music In Africa Foundation and Goethe-Institut are implementing the Sound Connects Fund, a European Union (EU) and Africa Caribbean and the Pacific (ACP) funded 40-month project aiming at supporting creatives in Southern Africa in nine countries, namely Zimbabwe, Zambia, Malawi, Mozambique, Angola, Namibia, Botswana, Lesotho and eSwatini.

The project aims to support creatives and practitioners through sub-grants to improve their products and services, in gaining more access to markets and to finances, as well as in implementing initiatives focused on audience literacy.

The Music In Africa Foundation is a non-profit, pan-African organisation with a vision to be the leading source of information and exchange in and for the African music sector. As the Federal Republic of Germany’s internationally active cultural institute, Goethe-Institut promotes access to the German language, encourages international cultural cooperation and provides up-to-date information about Germany.

Deliverables

A. Accommodation, venues and catering

Assist the SCF team with identifying an adequate hotel, conference space(s) and other needed venues.

Assist in finalising logistics with the appointed venues in Maputo, including:

1. Meeting with the venue(s) management to ensure that the hotel meets Goethe-Institut and MIAF requirements and standards.
2. Ensure that necessary technical equipment and furniture is provided as required.
3. Assist in identifying catering services during the conference week as per confirmed programme.
4. Securing suitable ground transportation for SCF team and conference attendees preferably supplied through the hotel partner or an external service provider.

B. Transportation

1. Organise airport transport for all delegates and SCF team, if not covered by the hotel.
2. Organise ground transportation during the conference week as per programme.
3. The transportation and the timing needs to be supervised by the service provider at all times.

C. Photography & videography and online streaming services

Provide professional photography and videography to document the SCF Networking Conference as per the expected requirements below:

Photography

1. Delegate profile photos (edited solo pictures).
2. Conference facilitators’ profile photos (edited solo pictures, number to be confirmed).
3. 40 x organisation representatives’ photos (40 organisations are represented and each would have up to two delegates).
4. 30 x daily photos of the conference activities (edited).
5. All other photos to be submitted within five (5) days of the conference concluding.
6. All photos delivered must be in HD resolution and professionally edited.
7. No branding or watermarks on the pictures. The photographer will be credited in the text to be used with the photos.

Videography

1. 40 x 2-minute video interviews with each grantee organisation attending the conference.
2. 1 x 10-minute video highlights reel of the entire conference.
3. All useable raw video footage recorded during the workshop event.
4. All videos and footage to be submitted within ten (10) days of the conference concluding.
5. All video shall be in the highest definition, no lesser than 1080 HD format (SCF will supply all relevant project and partner logos for video branding).
6. No branding or watermarks on the video. The videographer will be credited in the text to be used with the photos.

Service delivery expectations for photography and videography

• Photographer to allocate four hours per day to photograph and video record conference activities.
• Photographer to submit selection of photos on a daily basis (after each shoot day).
• All photos delivered must be in HD resolution and professionally edited.
• All videos delivered must be in HD resolution and professionally edited with relevant SCF and partners branding and credits (SCF will supply all relevant project and partner logos for video branding).
• Photographer is expected to provide their own photography and video recording equipment, lighting and additional crew if required.

Online streaming services

Assist SCF team with sourcing an online streaming service provider to live stream some of the sessions of the conference (schedule TBC)

• Up to 8 Mbps for HD and around 25 Mbps for 4K UHD streaming.

D. Translation services

Assist SCF team in sourcing the services of a local translation and interpretation service provider for simultaneous translation via headphones.

• In-person interpretation from English to Portuguese, and Portuguese to English
• Provide all the tools/equipment necessary for the service

E. Partnerships

1. Where possible, the service provider will support the SCF team with securing endorsements and/or partnerships with key creative government ministries such as arts & culture and tourism as well as key corporate or business organisations that have an interest in the creative and cultural sector. The purpose would be to get official recognition of the workshop and Sound Connects Fund as an important contribution to the Mozambican creative and cultural sector. Where possible, partnerships will be pursued for specific conference activities and overall experiential design of the week.
2. Where possible, the service provider will lead the SCF team with securing relevant media partnership including radio, print and television for the purposes of disseminating key Sound Connects Fund messaging.

F. Industry engagement

The service provider will curate an industry event for approximately 150 people, aimed at bringing together industry players and government representatives in Mozambique, where they can network with our delegates and other partners.

This will as well include the following tasks:

• Identifying and procuring a suitable space for the event.
• Identifying and contracting creative performance (poetry, music, etc.), including technical equipment.
• Conceptualising and implementing communication and invites for the event (design, distribution, etc.)
• Assist in getting quotes for catering (to be paid by Goethe-Institut).

G. Excursion

The service provider will assist the SCF team in planning an excursion to an interesting cultural event or creative partner in or around Maputo for our delegates and the SCF team to take place on an afternoon (event TBC).

H. Consular liaison

Act as liaison between the Sound Connects Fund team and the relevant Mozambican Home Affairs Department to inform them of our planned travel to Mozambique, the purpose of the conference and to advocate for their support and assistance to ensure smooth reception of the travelling delegates and the support in case of required visa.

Note: Any visa costs will be covered by Goethe-Institut

I. General assistance

The logistics service provider is to have at least two personnel/staff members available to the Sound Connects Fund team throughout the duration of the conference for any emergency problem solving related to the conference.

Note: All tasks shall be executed in close consultation with the SCF management. Venues, performance artists, catering, service provider for photo & videography, etc. need to be approved by the SCF management.

Deadline for the submission of offers: Friday 10 November 2023 at 18pm CAT.

Expression of interest

As part of your expression of interest, please submit the following no later than Friday 10 November 2023 at 18pm CAT:

• Motivation and description of work approach for the outlined tasks.
• Detailed cost indication (total cost must include transport, taxes and VAT if applicable).
• Professional profile/biography (personal or company).
• References to possible associated service providers.
• Examples of previous work (conferences, seminars, group activities, portraiture).
• Links to online platforms where other works can be viewed or letters of reference (if available).

General provisions

1. Goethe-Institut reserves the right not to appoint any service provider or to appoint the work to more than one bidder.
2. Goethe-Institut reserves the right to undertake reference and other checks and by responding to this bid; the consultant(s)/service provider hereby gives Goethe-Institut consent/authority to undertake such checks.
3. Goethe-Institut reserves the right to withdraw this bid/or amend these terms of reference by notice in writing (email or posting on the website) to only shortlisted bidders who will have responded to this call prior to the closing date.
4. The award of the contract will be based on best value for money – that being the best outcome for Goethe-Institut as a whole, considering price, economic, environmental and social benefits (if applicable).

Miscellaneous

• The information, materials and documents made available by the contracting authority may only be used for the purpose of this tender, have to be kept strictly confidential and are not allowed to be recirculated to third-parties without prior approval of the contracting authority.
• Costs incurred for the preparation and presentation (including travel expenses) for the bid cannot be reimbursed. Unless otherwise agreed, the documents, samples, etc. attached to the bid will pass into the ownership of the contracting authority; bidders cannot claim a reimbursement of any costs.

The instructions on submission of offer

Offers need to be submitted electronically (preferably in one PDF) in English to Priscilla Mwasinga at [email protected] with the subject line ‘Sound Connects Fund Mozambique Conference Logistics Support’ no later than Friday 10 November 2023 at 18pm CAT. Late submissions will not be considered.

Contact for further inquiries

Ms Priscilla Mwasinga, MEAL officer, at [email protected].