Request for Proposal
| Project Proposal for : Event Organizer | Proposal Due : 30 September 2023* | Edu Farmers International Foundation |
| Overview : Edu Farmers International Foundation is a non-profit organization with a vision to bolster the foundation of food security across four vital aspects, achieved through the implementation of two key programs. The first program concentrates on enhancing availability, productivity, and the quality of agricultural outputs, all while upholding the principles of sustainability in farming practices. These foundational pillars constitute our primary program, a holistic approach encompassing training, research, and ecosystem development within the agricultural sector. This multifaceted initiative aims to significantly increase the productivity and income of smallholder farmers. Complementing this effort, our second major program places emphasis on access - ensuring the community's unfettered ability to obtain and procure food - and utilization, which centers around the community's adeptness in preparing and consuming nutritious meals. This program takes the form of a Stunting Prevention initiative, meticulously crafted to execute targeted interventions that elevate the standards of nutrition, education, and other agriculture-centered initiatives. Since our establishment, for the agriculture program, we have benefited more than 700 youths and 2400 farmers for 7 commodities as well as conducted more than 20 research initiatives. While for the stunting prevention and reduction program, we have benefited more than 550 stunting children. The two programs cover areas of 13 provinces across Indonesia. To create innovation in agricultural sector and to improve sustainable food production, since 2023 we held one of the biggest conferences in agriculture sector, called “Agrinnovation Conference”. For the next year, the “Agrinnovation Conference 2024” will be held with the theme "AgriTech Revolution: Nurturing Sustainable Agriculture for the Future" in an offline format and broadcasted online, featuring a greater variety of more than 15 panel sessions, expo, and side shows. The goal of the conference and its expo itself is to connect various stakeholders in agriculture, inspire collaboration in overcoming agricultural and food security issues through accelerating technology adoption, and empower the future agritech leaders. Thus, as the first step, we are looking for an Event Organizer to work with us to hold that conference and expo. | ||
| Output : 1. Event Planning – Help to create a comprehensive event plan, including timeline, task assignment, logistics coordination and preparation such as venue selection, booth and stage arrangements, and equipment setup. 2. Event Execution – Help to execute an end-to-end conference and expo through Agrinnovation Conference 2024. 3. Event Post Reporting – Help to create compilation of post-event reports, feedback, and overall event performance. Including analysis of key metrics and insights to improve future events. 4. Event Promotion – Drive awareness and engagement with the target audience to participate the event. These outputs collectively contribute to the success of the conference and expo, ensuring a seamless experience for both exhibitors and attendees while achieving the event's objectives and desired outcomes. | ||
| Scope of work : 1. Pre-Event Planning: o Initial Consultation: To understand goals, objectives, and event requirements. o Event Conceptualization: To develop a proposal for partnership which consists of theme, concept, timeline, content plan, side show programs, and overall vision for the event. o Venue Research and Booking: Research suitable venues, negotiate contracts, and secure the selected venue. o Exhibition Design and Floor Planning: Design exhibition layouts, allocate booth spaces, and plan traffic flow. o Speaker and Program Coordination: Invite speakers, confirmation of participation, and coordinate session topics and schedules. 2. Marketing and Promotion: o Promotional Materials: Design and produce promotional materials i.e., posters, banners, brochures, and digital assets. o Digital Marketing: Create and manage social media campaigns, email marketing, and online advertising. o Website Development: Develop an event website with information, registration, and a schedule of activities. o Press and Media Relations: Manage media partnerships, press releases, and communication with media outlets. 3. Registration and Logistics: o Online Registration System: Set up an online registration platform for attendees, exhibitors, and sponsors. o Booth and Payments: Manage booth sales, pricing, and secure payment processing. o Attendee Services: Provide customer support for inquiries, registrations, and event-related questions. o Travel and Accommodation: Assist attendees with travel arrangements and accommodation bookings. 4. Event Execution: o On-Site Management: Oversee event setup, registration, and operations during the conference and expo. o Booth Setup and Decor: Coordinate the installation of exhibitor booths, signage, and displays. o Program Execution: Ensure smooth execution of conference sessions, expo, side show and networking activities. o Technical Support: Provide technical assistance for AV equipment, lighting, sound, and presentation needs. 5. Post-Event Activities: o Feedback Collection: Gather feedback from attendees, exhibitors, and sponsors to evaluate the event's success. o Event Reporting: Compile post-event reports. o Follow-Up and Future Planning: Discuss the event's outcomes and explore possibilities for future collaborations. | ||
| Submission Requirements : For this request for proposal, we need several things from the potential EOs: 1. Company Profile 2. Timeline 3. Budget 4. Sample portofolios *To whom interested, please join the briefing session on Friday, September 15, 2023, at 9 AM virtually via Microsoft Teams. You can request the link from the contact person below. | ||
| Timeline : 10 months (1 October 2023 – 1 August 2024) | ||
| Project Due By July 2024 | ||
| Contact Person : Dibyana Galih Prakasita dibyana.prakasita@edufarmers.org +62 819-1187-1856 | ||
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