EVENT LIVE STREAMING AND AUDIO-VISUAL COVERAGE (HYBRID EVENT WITH LIVE FEED/STREAMING)

The Community Based Sociotherapy Program (CBSP) was initiated in December 2013 to improve psychosocial well-being and strengthen interpersonal reconciliation and social cohesion at the grass-roots level in Rwanda.

Terms of Reference (ToR): Event live streaming and audio-visual coverage (HYBRID EVENT WITH LIVE FEED/STREAMING)

General context

Community-based sociotherapy, in Rwanda known as Mvura Nkuvure (heal me, I heal you), was introduced in Rwanda after the genocide against the Tutsi aiming to contribute to psychosocial wellbeing, as well as unity and reconciliation. The approach was developed in 2005 and implemented by the Eglise Anglicane du Rwanda (EAR), Byumba Diocese. It started on small scale, first in the northern part of the country and later in Bugesera District. Based on the remarkable outcomes of the approach and the engagement of local communities, the implementation was expanded in 2014 to eight more districts across the country. In 2016, Community Based Sociotherapy Rwanda (CBS Rwanda) was established to consolidate the successes of the intervention and coordinate its expansion. Since 2018 CBS Rwanda is implementing the “Mvura Nkuvure: Intergenerational healing and community reconciliation for sustainable peace” project (Mvura Nkuvure project) with its partners EAR Byumba Diocese, Prison Fellowship Rwanda (PFR) and Duhumurizanye Iwacu Rwanda (DIR)

As part of the Mvura Nkuvure project, CBS Rwanda and partners are organizing a three-day conference on 6 to 8 September 2022 at Serena Hotel in Kigali. The conference will bring together peacebuilding and mental health and psychosocial support (MHPSS) actors, as well as researchers and scholars to discuss best practices in relation to integrate MHPSS and Peacebuilding approaches, milestones achieved and possible challenges in relation to the intergenerational legacies of the genocide and the psychosocial reintegration of prisoners.

The conference will be a hybrid event. Physical attendance will not exceed 150 participants. There are no limitations in terms of the number of event participants interested to attend online.

Scope of the work:

Assignment: CBS Rwanda seeks to hire a production company with relevant expertise to provide live streaming, audio visual coverage and photography services for the conference that will take place from 6 to 8 September 2022 in Kigali at Serena hotel.

The production company is requested to deliver the following services:

• Preregister participants
• Provide a branded registration platform/ link to preregister to the event.
• Collect basic information about the participants (e.g., names and titles including gender, organization, organization type, location, sector, contact details).
• Provide the ability for CBS Rwanda to view advance registrants.
• Provide the ability for CBS Rwanda to contact/send reminders to those who are registered in advance.
• Advise on layout and placement of branding materials on the virtual event.
• Prepare the livestreaming of the event
• Conduct a pre-test session with CBS Rwanda to assess whether the platform meets the conference needs.
• Conduct a site visit to assess logistics and make arrangements with Serena Hotel prior to the event.
• Room and décor set-up (including colors, lighting, etc.).
• Create the event link to be distributed by CBS Rwanda (application to be used will be determined in collaboration).
• Livestream the conference from the Serena Hotel, Kigali on 6, 7 and 8 September 2022.
• Set-up all equipment, including the livestream, timely before the start of the conference.
• Arrange a multi-camera set-up with a control station to record proceedings and livestream the event.
• Ensure appropriate staffing and resources for the execution of the virtual event.
• Audiovisual coverage, which includes photography & videography.
• Ensure working Audiovisual systems.
• Provide a stable platform and internet link that can host over 500 participants online for free, to ensure that registered participants can follow the conference online without interference.
• Provide a platform that allows the live-streaming of the virtual event on CBS Rwanda social media platforms (YouTube, Twitter and Facebook).
• Ensure a chat-box for online participants that can be moderated by a CBS Rwanda staff member.
• Provide High Definition (HD) recording system.
• Provide 2 LED Screens with accessories for the virtual screening.
• One LED Back Screen: 4×2.5; containing images, conference title

Post-event

1. Create various audio-visual content (both pre-recorded and live). This includes provision of audio-visual coverage for three days.
2. Editing highlight clips of two or five minutes.
3. Create promotional videos (TVC: TV commercial) for the event.
4. DVDs for high quality event photos and footage.

Deliverables

The production company has the responsibility to deliver a memorable experience through the following deliverables deriving from the scope of work as presented above:

Experiences and requirements

Interested Production companies must fulfil the following minimum requirements and submit them to CBS Rwanda:

1. Certificate of Registration / Incorporation.
2. Provide a tax clearance statement from RRA.
3. Using high quality video and production equipment.
4. A proven track record, including samples of work conducted for recognized institutions, including experiences in live streaming conferences and events on a stable web platform (provide website links of events that were organized by the company).
5. Provide a list and description of similar assignments or projects carried out including the list of contactable clients.
6. Experience holding events at Serena Hotel, Kigali City is a strong advantage.

How to apply:

Interested companies are invited to submit their bids and the above requirements by June 7^th at 17:00 hrs (5pm) to the Executive Director at the CBS Rwanda Head Office in a sealed envelope. The financial proposal needs to present a price per deliverable with a specification of costs. For inquiries, please contact 0788840808/ 0788899405. Visit our website for more information about our work: www.cbsrwanda.org

Lucie Nzaramba

Executive Director