Become an Event Producer for the 2025 Annual Meeting for Child Protection in Humanitarian Action (Virtual) Organization

Closing Date: 10 Feb 2025
1. Background
1.1 The Alliance for Child Protection in Humanitarian Action:
The Alliance for Child Protection in Humanitarian Action (the Alliance) is a global network comprising operational agencies, academic institutions, policymakers, donors, and practitioners, working to foster inter-agency technical collaboration in child protection within all humanitarian contexts. The United Nations Children’s Fund (UNICEF) leads the Alliance, supported by two rotating NGOs, currently International Rescue Committee (IRC) and Hurras Network. The Alliance consists of over 260 general members and 18 core members. Its mission is to support high-quality, effective child protection interventions in both refugee and non-refugee settings during humanitarian crises.
The Alliance produces a variety of technical resources, including guidance documents, minimum standards, best practices, and advocacy materials. It also hosts the Annual Meeting for Child Protection in Humanitarian Action, a forum for exchanging knowledge and networking among child protection professionals. This event brings together key stakeholders, including practitioners, policymakers, and donors, to discuss critical issues and develop actionable solutions for child protection in emergencies.
Since 2020, the Annual Meeting has been held virtually, adapting to the constraints posed by the COVID-19 pandemic. The last virtual event in 2023 attracted over 2,500 registrants, with significant engagement across social media platforms. Moving forward, the 2025 Annual Meeting is scheduled to be a virtual event held across four days in June 2025, offering a rich opportunity for networking and discussions.
1.2 Overview of Past Events:
Previous events have garnered substantial global participation. For example, in 2023, over 900 participants from 386 organizations joined the online sessions. The virtual meeting format has proven to be an effective platform for sharing knowledge and engaging a broad audience, including practitioners, policymakers, and advocates from around the world.
2. Description of the Assignment
2.1 Objective:
The Alliance seeks a consultant or organization with expertise in producing large-scale virtual events to manage the technical setup and production of the 2025 Annual Meeting. The selected event producer will collaborate closely with the Alliance Secretariat team to organize and execute the event. The event will primarily be hosted on Zoom, with sessions planned in the Central European Time zone.
2.2 Key Expected Activities:
Preparation Phase:
- Advise on a system for online participant registration and attendance management.
- Support the design and setup of any networking or side events.
- Collaborate with the Alliance to prepare the event agenda and related tools.
- Assist in developing contingency plans and running test sessions to ensure smooth connectivity.
- Coordinate with interpreters, facilitators, and other support staff to ensure all session content is ready in advance.
- Test live streaming for key sessions across the Alliance’s social media platforms.
During the Annual Meeting:
- Oversee the technical production of all sessions to ensure smooth transitions and effective session management.
- Support the facilitation team and troubleshoot any technical issues during the sessions.
- Ensure interpretation and live streaming services are operational throughout the event.
- Maintain a daily debrief with the facilitation team to support troubleshooting.
- Record the event and share the sessions promptly with participants.
Post-Event:
- Participate in a debrief meeting to review the event’s successes and areas for improvement.
- Share session recordings with attendees and other stakeholders.
2.3 Process:
The consultant(s) will work directly with the Alliance Secretariat team, with a suggested timeline from April 1st, 2025, to June 30th, 2025.
3. Proposal Requirements
3.1 Required Experience and Skills:
- Proven experience in producing large-scale virtual events, particularly using Zoom.
- Exceptional attention to detail and the ability to manage complex event logistics.
- Strong interpersonal skills, with the ability to interact with diverse stakeholders across multiple time zones.
- Flexibility and initiative in adapting to different project needs and taking independent action as required.
- Excellent organizational skills to track tasks and ensure deadlines are met.
3.1.1 Desirable:
- Experience in producing events that encourage networking and community building.
- Expertise in participant registration processes, from design to execution.
- Prior experience with large, multilingual, global events.
- Familiarity with the humanitarian sector, particularly child protection in emergencies.
3.2 Proposal Requirements:
Applicants must submit:
- A proposal detailing the approach and methodology for producing the event, including suggestions for management.
- A covering letter outlining relevant experience and examples of producing similar virtual events.
- CVs for key team members, including the lead producer, with details of availability.
- A work plan with detailed timeframes and delivery schedules (maximum of 3 pages).
- A breakdown of proposed fees for the assignment, including any anticipated expenses.
4. Timeline
Mid-March – April 2025:
- Introduction to the Annual Meeting and finalizing the event agenda.
- Advise on methods for engaging online participants.
April 2025:
- Support registration setup and connecting speakers/facilitators.
- Prepare meeting materials and instructions for participants.
May 2025:
- Finalize production plans and session content.
- Confirm facilitators and collect required participant details.
June 2025 (During the Meeting):
- Lead the technical production of all sessions, supporting transitions and troubleshooting.
- Ensure the event runs smoothly, including recording and live streaming.
How to Apply:
Interested candidates should submit their proposal by 10 February 2025 to knowledge.management@alliancecpha.org, with the subject line: “Event Producer Proposal – [Your Name].”
Only shortlisted candidates will be contacted by early March with details about the interview process.