Are you an event management professional with experience coordinating large-scale hybrid conferences? Do you excel at managing both in-person and virtual event components for 500+ attendees? North Star Alliance and the Northern Corridor Transit Transport Coordination Authority are seeking an experienced event organizer to deliver our prestigious Regional Conference on Transport Corridors and Health!
BACKGROUND
North Star Alliance (North Star) was founded in 2006 by the international post and parcel delivery company TNT, with support from the United Nations World Food Program (WFP). Our mission is to provide quality healthcare services to mobile workers and the communities they interact with through our innovative “Blue Box” clinics – converted shipping containers strategically located at border crossings, transit towns, and ports.
As global mobility increases, the urgent need to address the risk of diseases spreading across borders becomes more pronounced, adversely affecting transport logistics, supply chains, trade, and economic development. In response, North Star Alliance and the Northern Corridor Transit Transport Coordination Authority (NCTTCA) are organizing the 2nd Regional Conference on Transport Corridors and Health to unite transport industry leaders, healthcare professionals, governments, community advocates, mobile populations, and corridor communities. The inaugural conference in December 2024 was successful, with participants recommending it become an annual event.
PURPOSE OF THE ASSIGNMENT
North Star Alliance seeks to engage the services of a qualified event management firm or individual to plan, coordinate, and execute a seamless 3-day hybrid conference. We require an event organizer who can deliver excellence in pre-conference planning, on-site execution, and post-conference follow-up. The planned conference aims to attract 500 in-person delegates and 100 virtual participants.
SCOPE OF SERVICES
The event organizer will work closely with the conference secretariat and report to the Steering Committee to execute the assignment within the framework of the concept note and conference program, focusing on:
1. Digital Platform Management
- Maintain and optimize the existing conference website (registration, advertising, and updates)
- Ensure a functional online platform for pre-conference engagement, live streaming, post-event content access, and hybrid interaction
2. Conference Execution
- Deliver a 3-day hybrid event with:
- 500 in-person attendees (venue logistics, catering, onsite coordination)
- Live streaming of plenaries to 100 virtual participants (tech support, platform stability)
- 3 parallel interactive workshops (session scheduling, facilitator coordination, virtual breakout rooms)
3. Event Promotion & Communication
- Manage targeted outreach campaigns (email, social media, partnerships) aligned with the secretariat’s strategy
- Provide regular updates to stakeholders and handle attendee inquiries
4. Innovation & Success Metrics
- Propose and implement cutting-edge solutions (e.g., AR features, chatbots, sustainability initiatives) to elevate the attendee experience
- Define and monitor KPIs (e.g., attendance rates, satisfaction scores, net profit targets)
EXPECTED DELIVERABLES
The assignment will be spread over a 7-month period with the following deliverables:
- Inception report including:
- Activity workplan and timeline
- Conference plan, including virtual platform details
- Social media campaign strategy
- Conference website and initiation of social media campaign
- Registration system launch
- Pre-recordings for summit sessions and communication materials (banners, etc.)
- Virtual platform demo for livestreaming
- Conference ‘demo’ involving virtual participation
- Three-day conference delivery
- Final report of all activities and outcomes
REQUIRED QUALIFICATIONS AND EXPERIENCE
- At least 5 years demonstrated relevant experience managing and implementing events of similar nature and magnitude
- Proven experience in managing hybrid events for international organizations involving local, regional, and international audiences
- Portfolio with at least 3 examples of similar events successfully implemented in the past three years
- Minimum of three reference letters from recent clients
- Excellent administration, organizational, and time management skills
PAYMENT STRUCTURE
Compensation will be provided based on delivered outputs:
- 30% – Approved inception report, virtual platform, and active conference website
- 15% – Pre-recordings and communication materials
- 35% – Approved demos and delivery of 3-day conference
- 20% – Final report (within 2 weeks after the conference)
SUBMISSION REQUIREMENTS
Interested event management firms/individuals are invited to submit:
- A technical proposal outlining:
- Relevant experience in organizing similar conferences and events
- Approach and methodology for conference delivery
- Team composition and qualifications (if applicable)
- Portfolio of previous similar events
- A financial proposal
- Reference letters from recent clients
Submission Deadline: May 10th, 2025
Submit Applications to: tenders@northstar-alliance.org with the subject line “Event Organizers for Regional Conference 2025”
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