Event: Earth Hour 2024
Reports to: Head of Communications and Assistant Manager for External Communications and Ambassador Programs

SPECIFIC DUTIES AND RESPONSIBILITIES

Provide event management, coordination, and production services for Earth Hour 2024, to be held on March 23, 2024, at the Bonifacio Shrine in Ermita, Manila. Specific tasks are as follows:  

Scope of Work

A. World Wide Fund for Nature Philippines (WWF-PH)

While WWF-PH shall hire an Events Production Agency, it shall remain overall in charge of the project and undertake activities within its scope and expertise. Specifically, WWF-PH is responsible for carrying out the following:

1. Review and approve the proposed outline and proposed activities of the hired Events Production Agency and the required deliverables;
2. Provide the consultant with the necessary reference materials, technical content, and details of contact persons relevant to this project;
3. Partake in the briefing sessions as organized by the Events Production Agency;
4. Assign staff to coordinate the requirements of the Events Production Agency;
5. Review and approve all outputs from the consultant before releasing to external parties;
6. Partake in the ideation sessions, review the results thereof, and provide inputs based on project objectives and WWF standards; and
7. Provide further support and assistance as needed

B. Events Production Agency

The Events Production Agency, in providing technical expertise and skills required in planning and execution, shall carry out the following:

• Preparation/ Pre-event Activities
  1. Submit a work and financial plan for approval that contains price quote for services to be rendered, technical requirements, terms of payment, and project milestones;
  2. Provide the following technical requirements for the event:
     • Stage and floor layout
     • Lights and sounds setup
     • LED backdrop
     • Live feed camera setup
     • Three air-conditioned tents with tables and chairs to be used as holding area for hosts and performers
     • Crash barricades to secure the stage area
     • Three portalets
     • Generator sets
     • Printing of event IDs
  3. Attend all scheduled pre-production meetings, including F2F ocular visit and virtual coordination meetings
  4. Coordinate with WWF project team regarding the review and approval of all outputs (example: floor layout, stage layout, etc.) before releasing to external parties;
  5. Review background materials, including but not limited to, WWF branding guidelines, presentations, program flow, script and other related outputs (as necessary);
  6. Review and discuss event structure, format and platforms to be used with the project team such as content presentation, setup, event branding/theme;
  7. Preparation of participant list and communication with potential and confirmed participants;
  8. Participate in the virtual rehearsal/s and facilitate on-the-day technical rehearsal.

• During the Event Activities
  1. Supervise ingress, set-up, and egress;
  2. Ensure all logistical event needs of the are met;
  3. Mount the event in coordination with the Communications Team;
  4. Control the lights and visual materials that will be flashed on the LED wall as indicated in the program flow;
  5. Quickly troubleshoot and resolve any technical issues before, during and after the event;

*Additional requirements may arise during the preparation  

PAYMENT TERMS

• 30% downpayment upon signing of contract / agreement; 70% balance to be settled five (5) working days after the event