HIV/AIDS Working Group - Dochas

Conference Organiser Dóchas Annual Conference 2018 Terms of Reference Background Dóchas is the association of Irish Non-Governmental Development Organisations providing a forum for consultation and co-operation between its members, and helping them to speak with a single voice on global development and justice. Our vision is a world where poverty and marginalisation are unacceptable and where every person has the right to live a life of dignity. Further information is available at www.dochas.ie. Each year, we hold an annual conference, which provides one of the biggest moments in the calendar for Ireland’s International Development NGO sector where we seek to bring together over 200 change agents and activists from the sector and beyond. In 2018, our conference will be held on 3 May in Croke Park conference centre.

Purpose & Scope of work This consultancy is expected to provide the project management for the Dóchas 2018 conference, from design, sponsorship, liaising with speakers, through to event management. You will be expected to lead the project, in close co-operation with the CEO, as well as in strong co-operation with a Dóchas steering group. You will have proven experience at effective planning, budget management and communications, in order to deliver this event. Description of Tasks The successful Consultant will have responsibility for the preparation and management of all aspects of the conference. He/she will report directly to the CEO. Specific tasks – with provisional timelines - include: Design of the event (Dec):  Develop a concept note and budget  Develop and manage the project plan  Develop the design and branding for the event  Draft and support the required contact to invite speakers  Consider other alliances to support the delivery of the conference Secure sponsorship (Nov/Dec):  Follow up on potential corporate sponsorship of the event, in close co-ordination with the CEO  Identify and seek potential organisations interested in exhibition and/or advertising space  Liaise with sponsors to ensure that their requirements are met

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Communication & PR for the event (March/April):  Manage invitations, registration and the invitation list  Provide timely, regular and targeted information to sponsors and speakers  Develop and produce a conference pack Conference Venue arrangements (April):  Liaise with the venue to ensure all necessary equipment is available.  Book and manage catering arrangements.  Ensure audio and video services are operating effectively during the conference.  Ensure conference facilities optimally serve the needs of conference speakers, exhibitors, workshop organisers and participants.  Manage Event décor and signage. Manage the preparation and logistics for the Conference (April)  Finalise and facilitate the arrangements for the speakers, MCs etc  Facilitate arrangements for the sponsors on the day  Organise volunteers on the day to ensure the smooth running of the event Other:  

Post-event evaluation with both sponsors and participants. Carry out any other reasonable task commensurate with the post as agreed and as assigned by the CEO

Specific deliverables 1. Manage and update a conference project plan 2. Deliver a final event report, including lessons learned, key recommendations, challenges and agreed follow-up within 21 days post conference. Key references Plan and evaluation report for the 2017 conference Sponsorship package and listing from the 2017 conference Specific requirements -

Relevant experience in event management including planning, coordinating and logistics Proven time management skills Ability to work on own initiative, follow through and prioritise diverse tasks Excellent written and oral communication skills Excellent computer and web skills Knowledge of Not-For-Profit and Civil Society sectors

Terms & Conditions Total contract duration is expected to be twenty days, starting from December until early May 2018. Specific dates will need to be agreed, and timing will need to be flexible. Dóchas will pay a daily rate of around €350 per day worked, inclusive of VAT, to be negotiated. Dóchas will not be liable for payment of PAYE, PRSI or USC in respect of this consultancy. Payment of all appropriate taxes remains the responsibility of the Consultant.


Confidentiality relating to Dóchas data and processes not in the public domain will be respected by the consultant. Payment for the days worked will be made on the production of an invoice when work is completed to the satisfaction of Dóchas. Application: Please submit your expression of interest, availability, as well as a CV, to [email protected] by Friday 1 December, cob.
