Technical Assistance for
Civil Society Organisations
Bosnia and Herzegovina Office
This project is funded
by the European Union.
Technical Assistance Service Contract for the implementation of the project “Capacity Building of Civil
Society in the IPA countries and Territories (Albania, Bosnia and Herzegovina, Croatia, Former Yugoslav
Republic of Macedonia, Kosovo*, Montenegro, Serbia and Turkey).
EuropeAid/127427/C/SER/Multi/Additional Services
TERM OF REFERENCE
For OUTSOURCE COMPANY from Bosnia and Herzegovina
To assist TACSO BH office in PR support and organizing the Conference
”Keeping up the momentum with important processes for civil society in Bosnia and Herzegovina and WBT region”
to be held in Sarajevo, 11th – 12th December, 2012.
Background
The technical assistance service contract for the implementation of “Capacity Building of Civil Society in the Instrument
for Pre-Accession Assistance (IPA) countries and Territories” (Albania, Bosnia and Herzegovina, Croatia, Former
Yugoslav Republic of Macedonia, Kosovo*,1Montenegro, Serbia and Turkey) otherwise known as the project Technical
Assistance for Civil Society Organizations (TACSO) is the EU-funded project (EuropeAid/127427/C/SER/Multi - additional
services) led by SIPU International AB on behalf of a consortium from Bosnia and Herzegovina, Turkey, Poland and
Romania.
The Project
The general objectives of the project are to strengthen the overall capacities and accountability of Civil Society
Organizations (CSOs) within the IPA beneficiaries and to guarantee the quality of services of CSOs and a sustainable role
of the CSOs in the democratic process. The main purposes of the project are to increase and improve the capacity and
actions of CSOs and to improve the democratic role of CSOs. More information can be found on the TACSO Web site.
Background of the assignment
Name of the Event: Conference ” Keeping up the momentum with important processes for civil society in Bosnia and
Herzegovina and WBT region ”
Conference design and selection of participants (100-120) will enable key stakeholders (CSO networks' representatives,
Senior Project Officers, Parliamentarians, Sector for Civil Society, LAG members, guests from neighboring countries,
Delegation of EU, Directorate for EU integration) to work highly interactively in order to discuss the issues at agenda
and define appropriate approaches to make a step further in regard to the processes under way.
* This designation is without prejudice to positions on status, and is in line with UNSCR 1244 and the ICJ Opinion on the Kosovo declaration of
independence.
TACSO Bosnia and Herzegovina Office • Kalesijska 14 • 71 000 Sarajevo • t: +387 (0)33 656 877 • e-mail: info.ba@tacso.org
SIPU International AB Sweden • Civil Society Promotion Centre Bosnia and Herzegovina • Human Resources Development Foundation Turkey
Foundation in Support of Local Democracy Poland • Partners Foundation for Local Development Romania
Technical Assistance for
Civil Society Organisations
Bosnia and Herzegovina Office
This project is funded
by the European Union.
Purpose of the event:

To enable forum for supporting on-going processes in Bosnia and Herzegovina important for Civil Society
through learning from each other and exchange of functional institutional models in the region

To facilitate processes that create enabling environment for civil society in Bosnia and Herzegovina
Conference is as well a part of follow up of the regional TACSO Conference to be held in Skoplje which will serve as one
of the entry inputs for national event. Since at the moment several positive processes have been undertaken by both
CSOs and government institutions (Strategy for enabling environment for development of civil society in BH-Strategy
for CSOs; initiative of Directorate of EU Integration and TACSO BH LAG workshop's participants regarding sector
consultative approach to IPA programming and planning) and their cooperation has entered into phase when
facilitation by TACSO project in BH can support these processes based on the both current situation and according to
the activities in TACSO 2 Work plan.
Objectives of the Conference

Participants to propose sectors for pilot sector consultative mechanisms for IPA programing and criteria for
CSOs/CSOs networks to apply

Participants to get informed with process of Strategic documents in neighbouring countries related to CSO
environment and to discuss the of Strategy for CSOs in BH and process of its adoption

Participants to be presented the Report on co-financing of EU funded projects of CSOs in BH and to discuss
strategic allocation of funds from domestic sources of funding CSOs and options for overcoming obstacles in
strategic support to CSOs
Scope of assignment
The outsource organization will provide assistance to the TACSO BiH national team in preparation of PR support,
organization and implementation of the Conference with the following key outputs:
PR support







Prepare visual identity of the Conference (Branding plan)
Conference promo materials (accreditation, pencils, bags, conference agenda etc.) and Conference Branding
materials (Backboard, roll ups, Conference poster A3 etc.) using TACSO Book of Standards.
(min. 2 visual identities to be presented to TACSO);
Development of press materials and press release;
Development of Conference invitations and Conference evaluation template;
Press clipping and media monitoring of the conference (TV, Print media, internet);
Ensure media coverage of the conference with provision of media check list;
Promotion of the Conference: Identify ways of promoting the conference via various channels; websites,
mailing lists, promotional literature, associations, societies and other organizations;
Photographer for 2 days of the Conference.
TACSO Bosnia and Herzegovina Office • Kalesijska 14 • 71 000 Sarajevo • t: +387 (0)33 656 877 • e-mail: info.ba@tacso.org
SIPU International AB Sweden • Civil Society Promotion Centre Bosnia and Herzegovina • Human Resources Development Foundation Turkey
Foundation in Support of Local Democracy Poland • Partners Foundation for Local Development Romania
Technical Assistance for
Civil Society Organisations
Bosnia and Herzegovina Office
This project is funded
by the European Union.
Conference Management on Site








Onsite registration and Entry Management;
Coordination of participants during the Conference;
Liaison with venue for room set ups and layout; catering numbers, menus and timings; equipment required
and signage;
Audio Visual, Production and Staging;
Coordinate activities on required equipment for the production and staging as necessary
(Set, screen, staging, Projection equipment, Audio, Lighting, Any other visual aids needed);
Provide adequate signage (where permitted by the venue);
Provision of general information files on conference desk;
Collection of the Conference evaluation forms and hand over to TAC SO at the spot;
Four conference assistants.
Location of assignment
Conference will be held in Hotel Bristol, Sarajevo
Duration and timing of the assignment
Preparation activities: 1st November-10th December
Conference implementation: 11th – 12th December
Contracted Organization is expected to provide TACSO BiH office with Conference Report by the 17th December 2012.
Report should include: Photos (large and small size), Participants list, Media report (press clippings analysis, signed list
of media)
Profile of the outsource organization




Outsource organization has to be prominent, recognized, professional and very experienced PR and Event
Management Agency;
Outsource organization has extensive network and contacts with media in BiH;
Posses extensive experience in organizing events (conferences) for international organizations and agencies
(EU institutions, UN, International donors etc.);
Proven experience in the field of promotional and informative events organizing
Application
Applications must be in English and involve the following:



Letter of intent with references list
CV of the Agency
Proposed financial offer (VAT excluded)
The application should not be later than 29th October 2012 , 12 h, and should be sent by email to TACSO BiH office by
email: info.ba@tacso.org
TACSO Bosnia and Herzegovina Office • Kalesijska 14 • 71 000 Sarajevo • t: +387 (0)33 656 877 • e-mail: info.ba@tacso.org
SIPU International AB Sweden • Civil Society Promotion Centre Bosnia and Herzegovina • Human Resources Development Foundation Turkey
Foundation in Support of Local Democracy Poland • Partners Foundation for Local Development Romania