CALL FOR AN EVENT MANAGEMENT PROVIDER

To support the implementation of the B2B event to promote

the technological cooperation among EU/Med SMEs

For the benefit of the MAIA-TAQA EU co-funded project under the ENI CBC Med Programme

ELCIM at the Industrial Research Institute, the Lebanese partner in the EU co-funded project under the ENI CBC Med Programme MAIA TAQA project, is seeking the services of an external service provider supporting the team in regards to the implementation of the B2B event to promote the technological cooperation among EU/Med SMEs in Lebanon.

Despite the fact that in the Southern Mediterranean countries there is a growing need for Resource Efficiency (RE) services (consulting, engineering and operations) to deal with the pressure on the environment, the RE supply persists at low levels. This is essentially due to the lack of a proper innovation process that would be able to identify the needs, structure the creative solutions and commercialize them.

The Call for Expression of Interest (EoI) is taking place within the project MAIA-TAQA whose objective is to develop and promote the technological cooperation among EU/Med SMEs.

For this purpose, three B2B events under the activity 5.3.1 [ Business networks & matchmaking events - building cooperation among SMEs] are being implemented and developed in three targeted countries.

Required tasks and services for the B2B event management in Lebanon include the following:

• The management of the event beneficiaries including gathering participants, follow up and securing attendance
• Follow up with external participants from partner countries on participation, logistics, visas requirements and transportation.
• Booking space area at the event for 3 days from the 1^st to the 3^rd of June 2023 inclusive.
• Space area set-up and customized stands creation
• Implementation and securing participation for 60 people per day during the 3 days of the event
• Follow-up with the participants and updating them on the agenda
• Social media posts design and pre and post announcement of the B2B event
• Booking private space area for the B2B meetings with the potential off-takers
• Video and Static Design Promotion, Marketing & Advertising including 60 promotional materials execution and distribution
• Beneficiaries feedback and evaluation form
• Catering for 60 people per day
• All related communication and event management arrangements, protocols, registration etc.
• All event Advertising and Marketing promotion to insure good visibility of the SME
• All event materials design and printings (Event set-up, PowerPoint presentation background, invitations, banners)
• English-Arabic invitation to the panel discussion and the launch event
• Media management and coverage of the event
• Technical supports during the zoom webinar session

Execution of the event

the B2B event will take place in the “Lebanon International Solar Week, in Beirut at the Hilton Beirut Habtoor Hotel from 1^st till the 3^rd of June, then the guests will attend a presentation about the MAIA-TAQA companies beneficiaries mission statement, followed by a Q&A session to generate one to one business matchmaking sessions.

Financial conditions

The value of the service will be determined based on the submitted offers and the quality of the proposed services within the budget allocated to the launch event in the project.

Profile of service providers

Interested service providers must have previous experience in event management and are capable of providing the above-mentioned services. It is necessary to fill all fields in the application, in addition to sending a full profile with previous undertaken services and events. 

The adopted selection criteria:

·    Experienced event management service provider

·    English proficiency of organizers

·    Available registration papers

·    Service providers must not be in a position of conflict of interest with respect to the contract for which they are applying.

How to apply

All the interested parties can submit an application in response to this EoI, using the format “Application form".

On the basis of applications received and in compliance with the stated requirements the selection committee will evaluate all received applications and service providers’ profiles (including previous works). The applications will be evaluated and accordingly subjects contracted based on the offer, previous works, and ability to fulfill requirements.

ELCIM at the Industrial Research Institute has the right to select the service provider with the specific and adequate skills required according to the evaluation of the selection committee.

The application must be sent to the following email: elcim@elcim-lb.org

Or n.abizeid@elcim-lb.org max by the date of 15.05.2023

Personal data and Privacy

ELCIM at the Industrial Research Institute will use the data contained in the documentation submitted by the service providers, exclusively in the context of this selection procedure and in compliance with the rules laid down by EU Regulation 2016 / n. 679.