Event: Partners’ Night 2024, 11 November 2024, Fairmont Hotel

Reports to: Head of Communications, Assistant Manager for External Communications and Ambassador Programs

1. Review and approve the proposed staging requirements and production manpower of the hired Events Production Agency and the required deliverables;
2. Provide the consultant with the necessary reference materials technical content including, but not limited to: program flow, event script, visual materials, and necessary permits, as well as the details of contact persons relevant to this project;
3. Partake in the briefing sessions as organized by the Events Production Agency;
4. Assign staff to coordinate the requirements of the Events Production Agency;
5. Partake in the ideation sessions, review the results thereof, and provide inputs based on project objectives and WWF standards; and
6. Provide further support and assistance as needed.

• Preparation/ Pre-event Activities
  1. Submit a work and financial plan for approval that contains price quote for services to be rendered, technical requirements, terms of payment, and project milestones;
  2. Provide the following technical requirements for the event:
     • Stage and floor layout
     • Lights and sounds setup, inclusive but not limited to, and operating manpower of the following equipment:
       1. 9 x 12 ft LED backdrop with riser and back support
       2. Video switcher and controller
       3. Basic sound system with mixer, speaker, and monitors
       4. Four wireless mics
       5. Two standby mic stand
       6. HDMI cables for Windows and Mac
       7. RGBW LED Par Lights
       8. Amber white LED Par Lights
       9. Beam Sharpy Lights
     • Live feed camera setup
     • Crew meals
     • Printing and installation of 24 x 8 ft photowall with spotlights
  3. Attend all scheduled pre-production meetings, including F2F ocular visit and virtual coordination meetings;
  4. Coordinate with WWF project team regarding the review and approval of all outputs (example: floor layout, stage layout, etc.) before releasing to external parties;
  5. Review background materials, including but not limited to, WWF branding guidelines, presentations, program flow, script and other related outputs (as necessary);
  6. Review and discuss event structure, format and platforms to be used with the project team such as content presentation, setup, event branding/theme.
      
• During the Event Activities
  1. Supervise ingress, set-up, and egress;
  2. Ensure all logistical event needs of the are met;
  3. Mount the event in coordination with WWF-PH team;
  4. Control the lights and visual materials that will be flashed on the LED wall and the screens available in the venue as indicated in the program flow;
  5. Quickly troubleshoot and resolve any technical issues before, during and after the event.

30% downpayment seven working days upon signing of contract/agreement; 70% balance to be settled 5 working days after the event

Interested applicants can submit an e-mail to cbanag@wwf.org.ph with the subject line: ‘EVENT TECHNICAL EQUIPMENT PROVIDER – Partners' Night 2024’ no later than 6 October 2024 with the following documents:

• Cover letter
• Company profile or CV with sample works
• Proposal with budget
• Business Permit
• BIR 2303 Certificate of Registration
• Sample Official Receipt
• Sworn Declaration if available