Event Organiser

USAID/Health Policy Initiative Vietnam (USAID/HPI) is a five-year project funded by USAID/PEPFAR and implemented by Abt Associates Inc. USAID/HPI is designed to assist the collaborative efforts of the Government of Vietnam, U.S. Government, civil society organizations (CSOs), and other stakeholders to develop and implement evidence-based and best practice-driven laws, policies, plans, and programs for HIV/AIDS prevention, care and treatment and impact mitigation in Vietnam.

USAID/HPI Vietnam is seeking well-qualified and experienced Vietnamese company to provide services to assist in organizing the end of project event (scheduled July 2013). This event will allow stakeholders to share information with each other regarding key messages from the life of the project, including lessons learned, success stories, and remaining policy gaps.

The successful applicant will work closely and under the direction of the USAID/HPI communication/administration team to provide logistic arrangements including but not limited to:

- Finalize list of invitees; prepare and send out invitation letters, obtain confirmation of participation from invitees.
- Follow up on the existing contracts with the workshop venue, workshop equipment, interpretation services and accommodation for participants. Work with hotel/venue/service providers to adjust requested services based on the confirmed list of participants.
- Arrange transportation for participants including booking flights, train tickets, giving guidance and support to participants on all questions relating to transportation or logistics.
- Ensure that the workshop venue is well prepared including setting up of posters and displays; equipment; audio-visual and light systems prior the day of the event.
- Prepare pre-event materials and workshop documents.
- Welcome and give guidance and support to participants on the day of the event.
- Make sure refreshment and meal, and interpretation services are provided properly by the service providers as contracted.
- Provide end of event support including clean-up, returning rented equipment as needed, and collecting final invoices from venders as appropriate.
- Support the communication/administration team with sending thank you letters to participants and presenters.
- Advise the USAID/HPI team in a timely fashion, on appropriate steps to ensure the smooth and successful organization of the workshop.

How to Apply:
Interested candidates and/or companies are to submit their proposal with an indicative budget and a description of relevant experience via email to [email protected] or hand delivery to USAID/HPI, 3rd Floor, 72 Xuan Dieu, Hanoi (Attention: Nguyen Thanh Hien) before 17:00 PM, May 24th, 2013. Only short-listed candidates/organizations will be contacted. Any questions are to be addressed to Tuyet Doan via email only at [email protected] by May 20th 2013.