TERMS OF REFERENCE (TOR) FOR EVENTS MANAGEMENT FIRM
GENERAL INFORMATION
Services/Work Description: Events Management Firm to provide event
management services for a Stakeholder’s
Conference.
Employer: Ministry of Justice
Contract Type: Consultancy
Duration: 20 working days
Expected Start Date: October 2025
1. BACKGROUND
The Truth, Reconciliation and Reparations Commission (TRRC) of The Gambia
was established by an Act of the National Assembly in 2017 to create an impartial
historical record of the nature, causes, and extent of violations and abuses of
human rights committed during the period July 1994 to January 2017, and to
consider the granting of reparations to victims.
The TRRC conducted investigations into 23 themes of human rights violations
and abuses within its mandate, including unlawful arrests, detention, enforced
disappearance, and persecution of media personnel and political opponents, as
well as sexual and gender-based violence (SGBV). The Commission heard public
testimonies from 393 witnesses, most of whom were victims, and over 50 of
whom were either self-confessed or alleged perpetrators.
On 25 November 2021, the TRRC submitted its Final Report to President Adama
Barrow, detailing its findings and 265 recommendations for implementation by
the Government. The TRRC Final Report serves not only as an impartial
historical record of human rights violations and abuses committed between July
1994 and January 2017, but also outlines measures for reparations,
institutional reforms, accountability and other guarantees of non-recurrence.
In May 2022, in response to the TRRC’s report, the Government of The Gambia
issued its White Paper on the TRRC recommendations. It accepted all
recommendations except for two. Subsequently, in May 2023, the Government
released an Implementation Plan outlining its strategy for implementing the
TRRC recommendations.
The Government of The Gambia is organizing a Conference to update the
international community and other stakeholders on the status of
implementation of the TRRC recommendations. This event will provide a
comprehensive overview of the progress made, highlight achievements, discuss
ongoing challenges, and identify areas requiring further support. The event
management firm will play a crucial role in ensuring the conference’s success by
handling various logistical and operational tasks.
2. OBJECTIVES
The objectives of this Consultancy is to ensure smooth event preparation and
management services for a high-level conference between the Government,
international community and key stakeholders on the status of implementation
of the TRRC recommendations, in December 2025. 100 persons are expected to
attend the conference, including Ambassadors, diplomats and senior
government officials.
3. SCOPE OF WORK
1. Venue Sourcing and Decoration
● Identify and secure a suitable venue for the conference that can
accommodate the expected number of attendees, ensuring it meets all
technical and logistical requirements for a hybrid conference with
participants joining discussions virtually
● Design and implement a decoration plan that aligns with the conference’s
theme and branding. This includes setting up, seating arrangements,
lighting, and any other required decorations.
2. Catering Services
● Develop a menu for the conference, including coffee breaks and lunch.
● Ensure timely delivery of all meals and refreshments during the event.
3. Multimedia Services
● Provide live streaming services to facilitate remote participation. Ensure
the streaming quality is high and accessible via various online platforms.
● Arrange for professional photography services to document the event. This
includes capturing key moments, speakers, and participants.
● Conduct interviews with key participants, speakers, and stakeholders.
These interviews should be edited and made available for post-event use.
● Produce a high-quality highlight video summarizing the key moments and
messages from the conference.
4. Printing and Supply of Materials
● Design and print backdrop banners for the stage and other key areas
within the venue.
● Print roll-up banners to be placed at strategic locations around the venue
● Create personalized name tags for all participants, speakers, and
organizers.
● Prepare folders containing conference material (agenda, reports, etc.)
● Supply of customized event memorabilia for all participants.
5. . Provision of Ushers and Resource Persons
● Supply trained ushers to assist with the smooth running of the event.
Their duties will include guiding participants, handling registrations, and
providing general assistance throughout the conference.
4. EXPECTED DELIVERABLES AND PAYMENT SCHEDULE
Deliverables / Outputs Estimated
Duration and
percentage of
Approving
Authority
payment
1 Plan and timeline for sourcing and
decorating the venue; A catering
menu and plan, including sourcing
detail, ideally from victim-led
businesses; Samples of printed
materials, including backdrop
banners, roll-up banners, name
tags, folders, agenda, memorabilia
50% : Three
weeks before
Conference
Solicitor General and
Legal Secretary
2 Post-event report detailing
challenges and recommendations
50% : post-
Conference
Solicitor General and
Legal Secretary
5. DURATION OF THE WORK
The duration of this contract is for 20 working days, from October to December
2025. Note that the Conference date has not been set and therefore, the contract
end date may be extended if required.
6. REQUIRED EXPERIENCE
● Demonstrated experience in managing similar events for the Government
or international agencies.
● Demonstrated experience in multimedia, event decoration, and
management.
● Demonstrated ability to source high quality services and products from
businesses.
● Two Positive references and testimonials from previous clients.
7. CONFIDENTIALITY AND PROPRIETARY INTERESTS
The Firm shall not either during the term or after termination of the assignment,
disclose any proprietary or confidential information related to the consultancy
service without prior written consent. Proprietary interests on all materials and
documents prepared by the consultants under the assignment shall become and
remain properties of the Attorney Generals Chambers & the Ministry of Justice.
8. HOW TO APPLY AND ANNEXES TO THE TOR
Interested Events Management Firms are to submit two documents, a
Technical and a financial proposal to bids@posttrrc.com no later than 1
September 2025.
The interested Events Management Firm the firm must include in its
application:
● Company Profile: highlighting relevant experience and past projects.
● Brief outline how the firm intends to fulfill the scope of work, including
timelines and methodologies.
● Include two references from previous clients
The financial proposal should include:
● The breakdown of the fees the firm would be charging for their services.
● The firm should provide a detailed budget breakdown for all services,
including venue sourcing and decoration, catering, multimedia services,
printing, memorabilia, and provision of ushers/resource persons.
This TOR is approved by:
Signature:
Date:
Name and Designation: Ida Persson, Special Adviser to the Minister of Justice
on Transitional Justice