The expert will work under the supervision of the Project Director and in direct collaboration with the Lead Consultant, who oversees the planning and overall coordination of the launch event for the WASOP Directorate. They will also liaise with the WASOP operational and support teams, and—if needed—designated technical consultant advisors, as well as the communication pool (including EF’s communication department and external communication providers mobilized by the WASOP support team for the event).

1.Objectives

a.   Main objective: 

• • Technical assistance to the « launch event task force » for the organisation of the event, especially regarding visibility and communication components.

b.   Specific objectives

• • Support the « launch event task force » in steering, finding and managing key service providers for the organisation of the event,
  • Participate in the coordination of communication activities under the lead of the event team leader and in collaboration with the international communication expert,
  • Lead national press relations for the event and participate in regional and international press relations management.

2. Activities and deliverables

a.    Contribution to the overall coordination of communication aspects of the event

Activities:

• • Take note of existing documents on the launch event: ToRs, detailed agenda and framing of every session,
  • Review and comment the communication plan for the event, including the calendar and foreseen content for social network publications,
  • Advise the task force on recommendations regarding protocol issues and practices in Cabo Verde,
  • Participate in some coordination meetings of the task force event,
  • Participate to the 3 days launch event and support day to day coordination during the event,
  • Advise the event task force on some logistic issues and provide recommendations upon locations.

Deliverables:

• • Comments on the communication plan including social network publications plan (first week of September), 
  • Recommendations on protocol matters, logistic issues and event locations (end of August),
  • Regular feedback during the organization of the event and day to day feedback during the event.

b.   Steering and managing of service providers

Activities:

• • Draft the technical terms of references for a service provider in charge of taking pictures and videos [1]during the event (some of the pictures will need to be available “live” during the event itself to be used for posts on social networks), the ToRs will also have to include detailed directions (scenario) for a short video of the event, as well as some videotaped interviews.
  • Manage the service provider in charge of photos and videos: briefing before the workshop, day to day coordination before, during and after the workshop, following up on the video editing.
  • Review terms of references for a service provider in charge of graphic design who will produce communication supports such as event banner, kakemono, goodies for participants, event agenda and other document variations.
  • Participate in managing the graphic designer, in collaboration with the French communication expert, and review graphic design deliverables.
  • Find and manage a service provider for printing of communication supports (leaflet, goodies, reports, kakemono, etc.).
  • Assist the project team in drafting terms of reference for other key service providers such as host for the event, travel agency, reception management including badging system and signage display in the conference centre/hotel), translation.
  • Manage and coordinate the service provider for the reception management of the event.
  • Assist in the overall coordination of the service providers mentioned above during the event.
  • Advise the task force on finding the right service providers.

Deliverables:

• • ToRs for the service provider in charge of pictures and videos including detailed directions for editing of an event video (15th of September),
  • Comments on ToRs for the graphic designer and reviews on the deliverables (15th of September),
  • Reviewed specifications for supports printing,
  • Technical specifications for host (master of ceremony) and for reception services (hostess, signage, badging system),
  • Recommendations and advice on logistics and management of services providers,
  • List of pertinent service providers,
  • Regular briefing notes on the management of service providers mentioned above, including briefing notes ahead of the event with a summary action to be taken by each provider during the event.

c.    Managing press relations

Activities:

• • Draft a data base of journalists and/or media (priority to local media, and contributions to regional and international in collaboration with the French communication expert) and keep the data base up to date, 
  • Invite journalist and media and follow up in a tracking tool their interests and participation,
  • Share contents with journalists and media about the event and the programme (content will be made available) and try to concretize their interests,
  • Facilitate and organize interviews during the event,
  • Make a quality and quantitative press review after the event.
  • Ensure the coordination of press relations throughout the event.

Deliverables: 

• • Data base of national media and journalists and tracking tool of their participation/interests,
  • E-mails sent to media and journalists,
  • Writing feedback on the progress of press relations to the event task force,
  • Day to day briefings during the event on press relations,
  • Bookings for interview,
  • Press review.

3.Expected Outcomes

• • Smooth and effective management of service providers needed for the event,
  • Efficient coordination and communication with the task force team leader and international communication expert,
  • Quality press reviews.