Request for service proposal: Consultant to coordinate CCIC- CAIDP annual conference: International Cooperation Days 2015: Universal Goals, Canadian Challenges

Location: CCIC Office, Ottawa
Contract term: January 2015 until end of May, 2015 
Application deadline: Friday January 9th, 2015 

BACKGROUND: 

In May 2015 the Canadian Council for International Co-operation (CCIC) and the Canadian Association of International Development Professionals will host its second joint Annual Conference. This year’s conference will be entitled: International Cooperation Days 2015: Universal Goals, Canadian Challenges.  CCIC and CAIDP are seeking a qualified individual to lead the coordination and implementation of this important event. 

The conference will take place in Ottawa on May 12th – 14th 2015. This special 3 day event will bring together approximately 400 participants including broad representation from CCIC and CAIDP memberships, development experts, policy makers, government, academics and other key international development stakeholders from Canada and abroad. This conference is a unique opportunity for rich discussion, debate, sharing of best practices and identifying opportunities for innovative partnerships across sectors. 

2015 is a landmark year in international development. The Third United Nations World Conference on Disaster Risk Reduction (DRR) will convene in March 2015 in Japan to review implementation of the Hyogo Framework for DRR. World leaders will be negotiating the post-2015 framework, meeting in New York in September 2015 to endorse the successor to the MDGs. The Conference of Parties on Climate Change will meet in December 2015 in Paris. And very importantly, there is a Federal Election planned in Canada for the fall of 2015. International Cooperation Days 2015 will touch upon many of these themes, but focus predominantly on the post-2015 development agenda, and its implications for both Canada and the world.

SCOPE OF WORK: 

Working under the CCIC Member Engagement Officer and President/ CEO and in consultation with the CCIC/CAIDP Conference Committee, the Consultant will be responsible for planning, organizing and coordinating the International Cooperation Days 2015 Conference. The Consultant will work directly with CCIC staff and CAIDP members and lead a team of volunteers to ensure a successful conference including the smooth delivery of all aspects of the events, such as, but not limited to: programming, logistics, communications, registration, and hospitality. More specifically, the Consultant will: 

• Coordinate and participate in the conference committee and conference committee meetings; 
• Assist in developing the conference agenda where needed;
• Coordinate necessary follow up with conference keynote speakers and panelists, including accommodation, registration and transportation needs; as well as any necessary content support;  
• Manage advance on-line registration including following up on requests for information on registration, and generating regular reports on registration; 
• Oversee overall event logistics, ensuring that the highest standards are upheld and a positive conference experience for participants;
• Develop a work plan in collaboration with CCIC and CAIDP which identifies list of tasks, timelines and any additional support required; 
• Work with identified venue to finalise all logistical details including: room set-up, audio visual and interpretation requirements and conference schedule; 
• Liaise with venue caterer to coordinate all catering services for the conference; 
• Plan a special gala awards dinner for conference participants and special guests, including identifying and securing a venue, coordinating music, catering and program;
• Identify suppliers, establish contracts and manage their payments where necessary;
• Organize poster presentations, vendor exhibits, /partner or sponsor tables, as required;
• Support internal and external communications and publicity related to the conference including emails, conference website and social media; 
• Coordinate and support sponsorship requests for the conference; 
• Work with CCIC and CAIDP Finance Officers on conference budget; 
• Work within established budgets and provide necessary weekly, monthly and end of mandate budget updates as needed; 
• Produce weekly progress reports including relevant financial details;
• Post-event, the planner is responsible for wrapping up any outstanding details; 
• Be available to work long hours in the lead up to the events; 
• Respond to urgent requests and be available on short notice when required; and 
• Any other task as required or as requested by CCIC Staff and CAIDP Committee members

CONSULTANT QUALIFICATIONS: 

CAIDP and CCIC invite both individuals and firms to apply. Candidates must have: 

• Excellent written, spoken English. Fluency in French will be considered an important asset; 
• University degree in a relevant field (project management, public relations, communications, marketing, etc.). 
• 5 years’ experience in a similar role; 
• Experience organizing and coordinating large multiple day events and liaising with national and international guests; 
• Experience working within a committee; 
• Knowledge of international development and cooperation considered an asset; 
• Ability to work in MS Office; 
• Ability to prioritize and organize; 
• Ability to work independently, to lead and to take initiative; 
• Attention to detail and respectful of deadlines; 
• Skills in customer service, marketing and sales; 
• Exceptionally clear communication skills (writing and verbal);
• Knowledge of financial management; 
• Ability to work under pressure and in a fast past work environment; 
• Available to work evenings and weekends if necessary

HOW TO APPLY

Consultants meeting the above criteria are invited to submit a proposal by e-mail to mbested at ccic.ca no later than Friday January 9th 2015. 

Proposals should include the following: 

• CV of the consultant, outlining previous experience in organizing and coordinating large multiple day events; and
• Cover letter

We thank all those who apply, but only shortlisted candidates will be contacted. No telephone calls please. CCIC and CAIDP encourage, promote and support diversity in all aspects of its work.