Events Organizer for Senior Officials Conferences on Gender Mainstreaming in the ASEAN Socio-Cultural Community (ASCC) Sectoral Bodies

PhilGEPS Reference: 


Area of Delivery: 

  • Metro Manila

Bid Duration: 

2018-04-12 16:00 to 2018-04-20 17:00

Bid Status: 


Procurement Mode: 

Negotiated Procurement-Small Value Procurement

Bid Classification: 

  • Consulting Services

Bid Category: 

  • Consulting Services


PHP 977,000.00

Delivery Period: 

60 Day/s


The ASEAN community building process has consistently pursued gender equality, women’s empowerment and respect for women’s human rights as among its guiding principles. This is articulated in the ASEAN Community Vision 2025 and reiterated in the ASEAN Socio-Cultural Community (ASCC) Blueprint, which contains the priorities and strategies to achieve the socio-cultural objectives of ASEAN. The ASCC Blueprint envisions the building of an “inclusive community that promotes high quality of life, equitable access to opportunities for all and promotes and protects the human rights of women, children, the elderly/older persons, persons with disabilities, migrant workers and vulnerable and marginalised groups.”

True to this commitment, the ASEAN leaders established the ASEAN Ministerial Meeting on Women (AMMW) in 2011 to elevate the discussion on gender equality concerns to a higher level.  The AMMW, among others, aims to “promote gender equality, women’s rights and social justice for women... in accordance with the UN Convention on the Elimination of All Forms of Discrimination Against Women (CEDAW) which all ASEAN Member States (AMS) have signed, 1988 Declaration on the Advancement of Women in ASEAN, and the 2004 Declaration on the Elimination of Violence against Women in the ASEAN Region.”

The ASEAN Committee on Women (ACW), the sectoral body that promotes the fulfillment of ASEAN’s commitment to gender equality, the empowerment of all women and girls, and respect for women’s human rights, has consistently focused its work plans and programs along this end.  In the new ACW Work Plan 2016-2020 adopted by the AMMW on 23 October 2015 in Manila, ASEAN Member States agreed to “Strengthen the mechanisms for effective gender mainstreaming in AMS and in ASEAN particularly in the three pillars.”  The Work Plan focuses on six (6) priority areas of concern: (1) Promotion of women leadership; (2) Non-gender stereotyping; (3) Gender mainstreaming across the three pillars; (4) Elimination of violence against women; (5) Economic empowerment of women; and (6) the Protection and empowerment of women in vulnerable situations.

In working on the third priority area on gender mainstreaming, ASEAN Member States seek to establish cross-pillar mechanisms between ACW and other sectoral bodies within the ASEAN Socio-Cultural Community (ASCC), the ASEAN Economic Community (AEC), and ASEAN Political Security Community (APSC) pillars, and strengthen collaboration with the ASEAN Community Statistical System (ACSS) for the sex-disaggregation of indicators of relevant SDG targets of AMS.

Under the Work Plan, the Philippines has committed to implement a project to promote gender mainstreaming across the ASEAN pillars to attain its objectives of gender equality and women’s empowerment. The project also seeks to level off the understanding of ASEAN sectoral bodies on gender mainstreaming and come up with recommendations to mainstream gender perspectives in the plans and activities of the various sectoral bodies of ASCC, AEC and APSC.

Furthermore, in the last ASEAN Leaders’ Summit held in November 2018 in Manila, Heads of States and Governments adopted the ASEAN Declaration on the Gender-responsive Implementation of the ASEAN Community Vision 2025 and the SDGs. This declaration “reaffirm(s) the need to mainstream a gender perspective and analysis, which may include targeted actions and investments, and gender-responsive budgeting, in the formulation and implementation of policies, plans and programmes of all relevant sectors in the three ASEAN Community Pillars…”

The Senior Officials Conference on Gender Mainstreaming in the ASCC Sectoral Bodies, which shall bring together high-level representatives of 12 ASCC bodies, is the Philippines’ first step in fulfilling its commitment to mainstream gender across the ASEAN pillars.

Scope of Work
The PCW requires the services of an Events Organizer for the Senior Officials Conference on Gender Mainstreaming in the ASCC Sectoral Bodies, which will be held on 20-22 June 2018 at a venue within Metro Manila.  The ASCC Conference shall have an estimated 155 participants from all ASEAN Member States. In close consultation with the Deputy Executive Director for Operations (DDO) and concerned PCW divisions such as PDPMED-International Affairs Section (PDPMED-IAS) and the Technical Services and Regional Coordination Division (TSRCD), the Event Organizer shall plan, coordinate, manage, implement and supervise the administrative and logistical requirements of the ASCC Conference.

A. Overall Project Management
   1. Create a project management team that will handle the overall planning and execution of the ASCC Conference;
   2. Prepare a logistical plan for the Conference in coordination with relevant divisions and agencies within and outside of PCW, including third-party suppliers and the Department of Foreign Affairs – Office of ASEAN Affairs (DFA-ASEAN) for appropriate protocols;
   3. Coordinate biddings and consultancy requirements with the PCW Bids and Awards Committee (BAC);
   4. Conduct pre-production meetings;
   5. Coordinate with chosen artist/s (in consultation with PCW) for cultural presentation/performance;
   6. Manage on-site technical requirements for the Conference, i.e. pacing of program, documentation, trainer/speaker’s timing, documents distribution, conduct of briefing/debriefing for concerned PCW staff/units during and after the Conferences, among others;
   7. Distribution of Certificates of Attendance (to be drafted by PCW) to delegates/participants who attended the 3-day Conference.

B. Concept and Creative Output
   1. Provide appropriate event flow with timing based on the approved Conference design (to be created by PCW);
   2. Finalize the PCW-prepared draft program, continuity script, guide spiels for the Conference host/emcee, keynote addresses/speeches, workshop guide, and guide for resource persons/speakers, facilitators, moderators and documenters;
   3. Production of audio-visual presentations aligned with the overall key messages and highlights of the Conference, as required;
   4. Finalize and ensure the reproduction of all the required documents initially prepared by PCW, including presentations, guides, administrative notes, invitations, and certificates of attendance, among others;

C. Design and Layout
   1. Provide visual execution of the concept and handle that includes logo and design animation;
   2. Production of other visual executions necessary for the Conference, including, but not limited to:
      a. Event Teasers
      b. Thematic Invitation
      c. Registration Backdrop
      d. Photo Wall
      e. Stage Design with Venue Scaled Floor Layout, including break-out rooms for workshops
      f. Conference Kits, including simple Program Booklet for Participants
      g. Collaterals (Banners, Signages, Give-aways/Tokens for Resource Persons and Participants)
      h. Keynote and PowerPoint Templates
      i. Slide Presentation Layout/Template
      j. Support Slides
      k. Animated Title Cards
      l. Certificates of Attendance (initially drafted by PCW) and Souvenir Photo

D. Stage. Provision of the following furniture/ fixtures/ equipment when not provided by venues, including determination of appropriate specifications (sizes, dimensions, and materials):
   1. Stage Backdrop Panels, LCD or LED screens framing and thematic stage elements based on the approved stage layout and design;
   2. Stage platforms, stage overlay, scaffolds, trussing, and podium, if necessary.

E. Audio and Video Technical Support
   1. Provision of lights and sound system, following ASEAN National Organizing Council (ASEAN NOC) standards;
   2. Provision of appropriate media systems including but not limited to LED wall, LCD screens, LCD projectors, and countdown timers;
   3. Photo and video coverage to document the Conference from start to end, including production of photo or video highlights, including same day;
   4. Provision of online event Registration System;
   5. Other necessary services and furniture/fixture/equipment.

F. Human Resources and Production Staff
   1. Provide experienced and reliable human resources/production staff to ensure a smooth run of the events, including but not limited to:
      a. Project Manager
         i. Overall point person for any and all related concerns, especially urgent matters;
         ii. Shall attend Technical Working Group (TWG) meetings for the Conference.
         iii. A member of the project management team must attend TWG meetings in case of non-availability of the Project Manager.
      b. Logistics Manager
         i. In charge of overall coordination with partners (venues and suppliers)
         ii. Supervision of ingress and egress
      c. Production and Technical Crew – in charge of staging and technical set-up;
      d. Production Staff:
         i. Event Director – directs the program and ensures that all systems work in accordance with ASEAN directions;
         ii. Technical Director – oversees and heads the ingress to ensure that all requirements, lighting and video directors are met;
         iii. Video Director – in charge of multimedia systems, calibration of LED walls, LCD projectors, etc.;
         iv. Stage Manager – directs the floor and stage activity as instructed by the Event Director;
         v. Spinner – in charge of the selection and playback of music;
         vi. AV Board – in charge of the video playback of slide presentations and AVP;
         vii. Production Assistant – assists the Logistics Manager and/or Stage Manager;
         viii. Utility – event runner

   2. Scouting, booking, managing, and provision of the following based on the requirements of the Conference, including biography/profile:
      a. Ushers – in-charge of shepherding participants from the airport to their designated hotels, meeting venues and vice versa;
      b. Official Documenter – shall record all talks, discussions and agreements during the Conferences.

G. Logistics
   1. Manage logistical requirements including scouting, booking and provision of the following, as necessary:
      a. Storing and Movement of Materials
      b. Meeting Rooms
      c. Catering/Food & Beverage
      d. Lodging and Accommodations  (scouting, booking and/or ocular only)
   2. Coordinate and manage documents necessary to the above logistical arrangements.

H. Printing Services. Printing (Digital, Offset, and Large Format Printing) for the following, as necessary:
   1. Thematic Invitations and Conference Kits
   2. Large Format Printing of Collaterals (Banners, Signages, Registration Backdrop, Photo Wall)

Minimum Qualification Requirements
• With at least six (6) years’ experience in planning, organizing, coordinating and managing national, regional and international meetings/conferences/fora related to women or gender and development (GAD); OR
• Previous experience in organizing large-scale events and coordinating numerous suppliers and stakeholders (government agencies, LGUs, NGOs, private sector, academe, development partners, etc);
• Familiar with Philippine international commitments particularly ASEAN programs and structures, and/or gender and women’s issues or  sufficient background on gender mainstreaming;
• Knowledge on the ASEAN system and its three (3) community pillars: ASCC, AEC, APSC;
• Knowledge and understanding of government planning processes, accounting and auditing policies, procurement and contracting matters;
• Excellent coordinating, networking and interpersonal communication skills;
• Ability to handle long work hours and has high tolerance for stress;
• Must be Philippine Government Electronic Procurement System (PhilGEPS)-registered.

For more information, please see the attached file.