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CALL FOR TENDER: Subcontracting Talk Conference and Design Sprint production for ISF event She Runs – Energetic Girls’Lead

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ISF She runs the Call for Tenders

About the International School Sports Federation (ISF):

The Brussels-based International School Sports Federation (ISF) (BEL) is a non-profit international sports organization that organizes grassroots sporting events and competitions, as well as educational events for primary and secondary school students aged 6 to 18. The ISF was founded in 1972 as the umbrella organization and governing body for national school sports organizations and currently has 132 national member associations on 5 continents. Recognized by the International Olympic Committee since 1995, ISF promotes the values ??of education through sport.
With over 30 sports in its competition programmes, the ISF organizes 4 different categories of events: Multisport Games (Summer & Winter Gymnasiade, Combat Games); World School Championships, School World Cups and Educational Events. Every year, the ISF coordinates more than 12 international sporting and educational events around the world.

Tender background:

• The International School Sports Federation (ISF) will host the She Runs – Active Girls’Lead event from September 12-17, 2022 in Brussels, Belgium. This event aims to promote the health, empowerment and leadership of 12- to 18-year-old students from around the world through sport.
• Supported by the European Commission – the Erasmus Plus Sport program, ISF will gather 3,500 participants, including students, teachers and trainers of the participating delegation, as well as official representatives, employees and volunteers of ISF.
• ISF aims to organize tailor-made, inspiring and entrepreneurial activities that contribute to the empowerment and development of skills of event participants through sport.
• More information about the event and its activities can be found at www.sheruns.eu
• Therefore, the ISF will select a subcontractor company that will be responsible for the conference and design sprint of the She Runs – Active Girls’Lead project

Delivery items:

Conference

• Creation of a 4-hour program in the form of 4 plenary presentations of approximately 45 minutes each;
• Coordination of all logistics, production and operational needs with the client’s partner (Brussels Major Events)
•Advice on profile selection and selection of 4 loudspeakers. Validation of speakers by the client;
• Training and preparation of speakers and moderator and their presentation before the event;
• Accompanying and taking care of the speakers during their stay at the Lecture;
• Managing the reception and service of participants after their arrival and departure from the Lecture;
• Complete evaluation report after the event.

Design Sprint

• Creation of a one-and-a-half-day educational program enabling 40 young girls and 20 guides to design and develop a project of emancipation through sport, which they will be able to implement after returning to their country.
• Design Sprint animation with expert facilitators
• Coordination of all logistics, production and operational needs with the client’s partner (Brussels Major Events)
• Recruitment and training of facilitators, if necessary.
• Production of tools and content necessary for the proper execution of a design sprint;
• Reception and services for participants on arrival and departure.
• Complete post-incident evaluation report.

General

• Consulting on the strategic dimension of logistics meetings in Brussels for Design SPRINT;
• Participation in logistics meetings in Brussels for Design SPRINT;
• Participation in logistic meetings in the place reserved by the client for INTERVIEWS;
• Participation in kick-off and coordination meetings;
• Follow up and work with local stakeholders and volunteers as necessary

Delivery Explanation:

Conference

July

• Accompanying the Client in the selection and validation of the place;
• Determining the detailed program of the Discussion Conference;
• Development of Talk presentation tools for promotion
• Cooperation with local stakeholders for the possible involvement of volunteers in helping the organization;
• Preparatory meetings with Brussels The most important events in logistics, production and operational matters
• Research and validation of speakers with the client
• Contracting and preparing speakers, adhering to the principles of She Runs;

August

• Participation in the She Runs kick-off meeting with all stakeholders;
• Closing of the Discussion Conference programme;
• Preparatory meetings with Brussels The most important events in logistics, production and operational matters
• Preparatory meetings with ISF, speakers and moderator
• Development of Talk Conference presentation tools for lectures

September

• Participation in promotional events (press conferences, meetings)
• Conducting the Talk Conference, providing services, cooperation with the organizers
• Final Talk evaluation report
• Participation in promotional events (press conferences, meetings)

October

• Providing a report on the Talk Conference (including the company’s general opinion on the implementation of the Talk Conference, a survey with speakers and participants)

Design Sprint

July

• Accompanying the client in site selection and validation
• Cooperation with local stakeholders (place decision makers)
• Preparatory meetings with Brussels The most important events in logistics, production and operational matters
• Definition of a detailed Design Sprint program
• Submission of the first “road map”

August

• Presentation of the Design Sprint program
• Design Sprint Participants co-analysis
• Design Sprint Participants application selection
• Detailed program validation (input data and methodology);
• Development of Design Sprint promotion tools
• Possibly Recruitment of facilitators
• Participation in the She Runs kick-off meeting with all stakeholders;

September

• Arrival at the event with service;
• Training of facilitators, if necessary;
• Providing the service from the reception of participants to their departure at the end of the Design Sprint to the final conference on 17.09.
• Incorporate communication between participants selected for the Design Sprint
• Delivery and implementation of Design Sprint services, cooperation with the organizers.
• Final Design Sprint Evaluation Report

October

• Delivery of the Design Sprint report (including the company’s general opinion on the Design Sprint implementation, a survey with speakers and participants)

Criteria to apply:

– Be a company based in a European Union country.
– Have proven expertise in conference production in an international context
– To have proven expertise in the development and implementation of entrepreneurship and training development projects.
– To show that the company’s methodology can be adapted to an international audience under the age of 18
– Good knowledge of the sports environment
– A company with a network of international women entrepreneurs would be welcome
– To demonstrate the company’s ability to produce and provide services in Brussels, Belgium with regard to payment terms.

Payments and standard contracts:

The contract will be concluded between the International School Sport Federation and the company. Payments will be made in three installments:
The first payment of 30% will be paid upon signing the contract. A second payment of 30% will be paid at the start of the event and a final payment of 40% will be made within 30 days after the services are provided.

Duration of the agreement:

The subcontractor will be involved in the implementation of the above-mentioned tasks in the period from July 20 to October 15, 2022.
Price:
In the financial offer, the company will include all costs with and without VAT in euros (including the unit costs of each product).
The financial proposal also includes:
– Accommodation, food and transport costs related to attending meetings in Brussels prior to the event.
– Accommodation, meals and transport costs during the project on September 14-17, 2022 in Brussels

Preliminary implementation calendar:

Stage 1: July 8-15, 2022: Tender
Phase 2: July 15-17, 2022: Selection process and contract finalization.
Phase 3: From July 17 to October 15, 2022: Preparation of the Discussion Conference and Project Sprint
Phase 4: From 14 to 17 September 2022: Delivery of services in Brussels-Belgium

Reward criteria:

The contract will be awarded on the basis of the company that submits the offer showing the best value for money, taking into account all the criteria described.
One of the key criteria will be the company’s ability to have clear expertise to carry out both project activities (Talk Conference and Design Sprint)

Content and presentation of offers:

Offers should clearly state in the individual headings how the contractor meets each of the criteria, as well as a clear financial offer for each of the deliverables and the total price with and without applicable taxes.
The company provides proof for each of the criteria that apply, including an administrative justification that the company is registered in the EU.

Presentation of offers:

Offers must be emailed no later than July 15, 2022 CEST to email admin@isfsports.org

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