Call for applications: Sound Connects Fund Event Logistics Coordinator in Namibia

The weeklong gathering will bring together 26 delegates from 13 organisations in nine countries in the SADC region for learning, sharing, exchange and networking. 

Goethe-Institut, in partnership with the Music In Africa Foundation, invites a company or a freelancer (individual) to bid for the contract.

Local Logistics Coordinator – deliverables

A. Conference resources
Assist the SCF team with finalising logistics with the appointed hotel partner in Windhoek, including:

1. Meeting with the hotel management to ensure that the hotel meets Goethe-Institut and MIAF standards and that all conference requirements are clear and feasible. 
2. Securing of additional value-adds with the hotel partner, e.g. group discounts, use of additional hotel facilities and properties, etc.
3. Act as an intermediary between the hotel partner and the SCF team to ensure the smooth running of the conference and deal with any challenges that may arise.
4. Securing suitable ground transportation for SCF team and conference attendees, preferably supplied through the hotel partner.
5. Provide additional support with facilitation of attaining any necessary visas for the delegates.

B. Photography and videography services 

Provide professional photography and videography to document the SCF grantee workshop event.

Expected outputs

Photography

1. Delegates profile photos (edited solo pictures).
2. Conference facilitators profile photos (edited solo pictures). Number to be confirmed.
3. 13 x organisation representatives’ photos (13 organisations are represented and each has sent two delegates)
4. 30 x daily photos of the conference activities (edited).
5. All other photos to be submitted within five (5) days of the workshop’s conclusion.
6. All photos delivered must be in HD resolution and professionally edited. 
7. No branding or watermarks on the pictures. The photographer will be credited in the text to be used with the photos.

Videography

1. 13 x 5-minute video interviews with each grantee organisation attending the workshop event.
2. 1 x 10-minute video highlights reel of the entire workshop event.
3. All useable raw video footage recorded during the workshop event.
4. All videos and footage to be submitted within 10 days of the workshop’s conclusion.
5. All video shall be in the highest definition, not less than 1080 HD format (SCF will supply all relevant project and partner logos for video branding).
6. No branding or watermarks on the pictures. The photographer will be credited in the text to be used with the photos.

Service delivery expectations for photography and videography

• Photographer to allocate four hours per day to photograph and video record workshop event activities.
• Photographer to submit photos on a daily basis (after each shoot day).
• All photos delivered must be in HD resolution and professionally edited.
• No branding or watermarks on the pictures and videos. The photographer will be credited in the text to be used with the photos and videos.
• All videos delivered must be in HD resolution and professionally edited with relevant SCF and partner branding and credits (SCF will supply all relevant project and partner logos for video branding).
• Photographer is expected to provide their own photography and video recording equipment, lighting and additional crew if required.

C. Partnerships

1. Where possible, the service provider will lead the SCF team with securing endorsements and/or partnerships with key creative government ministries such as Arts & Culture and Tourism. The purpose would be to get official recognition of the conference and the SCF as an important contribution to the Namibia’s creative and cultural sector. Where possible, partnerships will be pursued for specific conference activities and overall experiential design of the week.
2. Where possible, the service provider will lead the SCF team with securing endorsements and/or partnerships with key corporate or business organisations that have an interest in the creative and cultural sectors and can add value to the conference week and to the local sector after the conference.
3. Where possible, the service provider will lead the SCF team with securing relevant media partnership including radio, print and TV for the purpose of disseminating key SCF messaging.

D. COVID-19 testing

1. Secure the services of a qualified medical practitioner for the purposes of conducting COVID-19 PCR test on all travelling conference delegates, at least 72 hours prior to their departure from Namibia if deemed necessary as per the rules in the related countries.
2. Advise the SCF team on all official COVID-1- related protocols and regulations as issued by the Government of Namibia to ensure a safe and infection-free conference.

E. Home Affairs and consular liaison

1. Act as liaison between the SCF team and the relevant Namibia Home Affairs Department to inform them of our planned travel to Namibia, the purpose of the conference and to advocate for their support and assistance to ensure smooth reception of the travelling delegates and an incident-free conference.
2. Assist the SCF team, where needed, with information relating to visa requirements and assist with any required administrative processes.

F. General assistance

1. The logistics service provider is to have at least one personnel/staff member available to the SCF team throughout the duration of the conference for any emergency problem-solving.

All tasks shall be executed in close consultation with SCF management.

Deadline for the submission of offers: 28 April 2023 at 6pm CAT.

Expression of interest

As part of your expression of interest, please submit the following no later than 28 April 2023 at 6pm CAT:

• Detailed cost indication (total cost must include transport, taxes and VAT if applicable).
• Professional profile/biography (personal or company).
• Examples of previous work (conferences, seminars, group activities, portraiture).
• Links to online platforms where other works can be viewed (if available).

Instructions on submission of offer

Offers need to be submitted electronically (preferably in one PDF) in English to Ms Priscilla Mwasinga at priscilla.mwasinga@goethe.de with the subject line ‘Sound Connects Fund Grantee Conference Logistics Support’ no later than Friday 28 April at 6pm CAT. Late submissions will not be considered.

Contact for further inquiries: MEAL officer Ms Priscilla Mwasinga at priscilla.mwasinga@goethe.de. 

The Sound Connects Fund is also looking to procure the services of a Training and Capacity-building Consultant (company or individual). Read the job posting here.