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Request for Proposals: Event planning agency in Buenos Aires, Argentina

Organisational background

Luminate is a global foundation working to ensure that everyone – especially those who are underrepresented – has the information, rights, and power to influence the decisions that shape society. The foundation is focused on enabling people to fully participate in civic and political life, to safely challenge power, and to access accurate, trustworthy information. Luminate works globally with a regional focus on Africa, Asia, and Latin America. It was established by philanthropists Pierre and Pam Omidyar and has worked for over a decade on issues related to governance and citizen engagement.

Project overview

Luminate’s Latin America team is seeking an experienced event planning agency to coordinate all the logistical processes of a 120-150 in person event on Tech Accountability in Buenos Aires, Argentina, scheduled to take place on 24 September 2024.

The selected agency will be in charge of identifying, processing, and paying all the vendors, including but not limited to the venue, catering, translation services, audio, and giveaways, as well as coordinating, booking, and paying for all the travel-related expenses for national and international participants.

Scope of work

The selected agency will be responsible for the following tasks:

  • Support Luminate in the logistical processes of the event, including but not limited to mapping vendor options for the venue, furniture, decoration, catering, audio and video infrastructure, translation services, transportation, accommodation, giveaways, security, insurance, cleaning. and other necessary services.
  • Once vendors are approved by Luminate, process all the contracts and payments.
  • Coordinate accommodation for foreign participants, including booking flights, hotel reservations, travel insurance and stipends. Number of expected foreign participants: 10 
  • Oversee event on-site registration, setup, execution, and teardown.
  • Provide on-site coordination on the event day, including managing staff, vendors, and addressing any issues that arise.
  • Provide regular financial updates to Luminate and ensure all expenses are tracked accurately.

Requirements

  • The agency must be available on 24 September 2024, and during the lead-up to the event for planning and coordination.
  • Demonstrated experience in planning and managing events similar in scope and size.
  • Demonstrated experience working in planning events in Buenos Aires, Argentina, with foundations, companies and/or civil society organisations.
  • Ability to prepare contingency plans to address last-minute changes, such as weather conditions, technical failures, or vendor cancellations.
  • The agency operates following diversity, equity, inclusion, and justice (DEIJ) values.
  • As Luminate is a foundation based in the US, the vendor must be able to receive international transfers in USD.

Limitations

  • The agency will not be responsible for any content conceptualisation, creation of the agenda, mapping panellists, or creating the run of show.
  • The agency will not be in charge of conducting any communications strategy or marketing for the event.

Project budget

We encourage event planning agencies to provide a detailed breakdown of costs in USD, based on what they consider necessary to achieve the event’s objectives.

Milestones and deadlines

  • Proposal submission (either in English or Spanish) deadline:  5 July 2024
  • Vendor selection: 9 July 2024
  • Event date: 24 September 2024

Additional information and submission process

Luminate firmly believes that embracing diversity and fostering inclusion enhance our effectiveness, and we are committed to engaging consultants and organisations from a wide-ranging and inclusive pool of applicants.

Our evaluation process will impartially consider all candidates, irrespective of factors such as race, national origin, age, gender, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression, or any other characteristics safeguarded by law.

We regret that we cannot provide feedback on proposals during the bidding phase. However, we welcome any questions seeking clarification, which can be directed to the email address below. 

Kindly submit your proposals to [email protected] no later than 5 July 2024.