ERIM looking for a logistic company / ERIM шукає логістичну компанію

ERIM is based in Lyon and is looking for a logistics company that could organize this event from Ukraine. The company should take care of most of the organizing and logistic responsibilities of the event, especially regarding the venue, participants’ transportation, meals and accommodations, and logistical support during the weekend of the event (including babysitting service).

Description of the Event 

Location: Ukraine (western Ukraine, region as safe as possible)

Date: from Friday 12th until Sunday 14th of April 2024 (3 days – 2 nights)

Participants: Around 50 participants (From Ukraine) and 3 trainers

ERIM would like to hire a company able to:

• Find a venue in a safe location that could welcome all the participants for 3 days. The venue must include 1 big hall for a group of 50-60 people and 3 small separate rooms for the group work. The venue should also include relaxing areas as pool, sauna, jacuzzi and / or massages for the participants to enjoy anti-burnout activities.
• According to the list of participants provided by ERIM, contact the participants, arrange their arrival to the venue (book or reimburse all the transportation for participants including grantees, ERIM members and Trainer/facilitators of the event).
• Organise the catering service during the retreat with prior consultation about participants’ diet.
• Provide a kindergarten service for children during the retreat (if needed; information will be provided by ERIM with the list of participants).
• Take care of Check-in and check-out of participants, group transfer from to and from the hotel on the first and last day if needed.
• Take care of the technical aspect of the event (rent of technical supplies, providing the technical manager (IT manager) on the venue to help with the equipment if needed – may be included in the hotel\venue services)
• Take care of the visibility of the Event (hire a photograph, prepare banner and goodies, gather consent forms etc.)
• Prepare all the materials for the trainings (Flipcharts, paper, markers, pencils, stationary glue, stickers, paper tape, clickers)
• Organizing the anti-burnout during the event for participants (in cooperation with ERIM team).
• Logistical support during the event (at least one manager working on the location during all days of event).

ERIM will be in charge of the program and will take care of hiring the trainers and facilitators who will intervene during the retreat. They should be counted as participants for the logistic 

Qualifications

o Professional experience in Event Planning
o Experience in conducting events’ logistic in a challenging environment.
o Fluency in English and Ukrainian is mandatory.
o Availability and ability to work independently and on a flexible schedule.

The company’s application should consist of the following:

o A technical proposal detailing your understanding of the event and your organisation plan for it (maximum 6 pages)
o An Indicative Timetable
o A detailed financial proposal including travel expenses and fees for each team member of your organization.

Please send your application and financial offer by email, mentioning “Final Evaluation ESU” as object, before the end of February 2024 to:

[email protected], [email protected], [email protected]

Full information on the link

ESU_ Final Event_ Call for proposals