Terms of Reference (TORs) for Hiring of Firm for Communication, Media Visibility, and Broadcasting Services
- Background:
Strengthening Participatory Organization is organizing two high-level conferences aimed at bringing together government stakeholders, development partners, civil society representatives, academia, media professionals, and relevant actors to discuss the issues of GBV and SRH and relevant key thematic priorities to strengthen coordination and visibility around the initiatives.
To ensure effective outreach, professional event visibility, and high-quality communication support, SPO intends to hire a qualified firm to provide comprehensive services related to communication material designing and printing, media visibility and outreach, and audiovisual broadcasting support.
Note: Interested companies are requested to submit their sealed bids before 1700 hrs, Monday, 1st June 2026. SPO reserves the right to accept or reject any or all bids without assigning any reason thereof. Sealed bids will be opened at 1000 hrs on Tuesday, 2nd June 2026.
Objective of the Assignment:
- To design, develop, and print high-quality communication and visibility materials in line with organizational branding and donor visibility guidelines.
- To execute a strategic and comprehensive media visibility campaign to ensure maximum outreach, stakeholder engagement, and public visibility before, during, and after the conferences.
- To provide high-quality audiovisual, live streaming, and broadcasting services for smooth execution and enhanced visibility of the conferences.
Scope of Work:
Task 1: Designing and Printing of Communication Materials
The selected firm will be responsible for:
- Develop creative concepts, visual identities, and branding elements for conference and related communication materials in alignment with organizational and donor branding guidelines.
- Design high-quality communication and visibility materials, including layouts, illustrations, infographics, and digital creatives, ensuring consistency, innovation, and audience-appropriate messaging across all products.
- Coordinate closely with the organization to incorporate feedback, edits, and revisions throughout the design process, and finalize all materials in a timely and professional manner.
- Undertake high-quality printing, production, and timely delivery of approved communication and branding materials while ensuring adherence to agreed specifications, quantities, and deadlines.
- Ensure strict quality control measures throughout the production and printing process, including accuracy of content, color quality, material durability, finishing standards, and overall presentation of all printed outputs.
- Design, develop, and print high-quality “Way Forward” booklet for both conferences, (GBV and SRH) consolidating key discussions, outcomes, and recommendations into professionally designed, visually engaging publications. Ensure both print and digital versions are produced in high-resolution formats with strong layout design, infographics, and branding consistency to support dissemination and future reference
Task 2: Comprehensive Multi-Platform Media Visibility Strategy for Two High-Level Conferences
- Develop, Design and implement a comprehensive media visibility and outreach strategy to ensure effective promotion, stakeholder engagement, and broad public visibility of the conferences across multiple communication platforms.
- Design and produce engaging promotional materials and digital campaign content, including social media creatives, teaser videos, event announcements, web content, Live coverage (tweets, reels, stories) and post-event engagement strategies and other visibility products aligned with the conference objectives and branding guidelines.
- Draft and disseminate professional communication materials, including press releases, media advisories, talking points, briefing notes, and key conference messages to ensure consistent and strategic media communication before, during, and after the events.
- Conduct professional interviews, capture stakeholder testimonials, and document key conference proceedings, sessions, and participant engagements to support visibility, reporting, and post-event communication purposes. Facilitate and coordinate live media interactions, press coverage, and engagement with journalists, media representatives, and key speakers to ensure smooth communication flow and effective dissemination of conference highlights and outcomes.
- Provide high-quality photography and videography services throughout the conferences, including event coverage, session recordings, speaker highlights, audience interactions, and production of visual content suitable for media, digital platforms, and organizational documentation
- Develop and facilitate expert podcasts with available people involved in the process of the conference, Practitioners in SRH/GBV and voices from civil society, Government and UN agencies.
Task 3: Provision of SMDs, Digital Streaming, and Outdoor Broadcast System Services
- Provide complete SMD screen services, including provision, installation, configuration, and on-site operation of indoor and outdoor display systems, ensuring seamless visual presentation throughout the conferences.
- Manage live display content effectively on SMD screens, including presentations, videos, branding materials, and real-time conference proceedings to enhance audience engagement and visibility.
- Deliver end-to-end digital streaming services, including multi-camera live coverage of sessions, broadcasting across digital and social media platforms, and recording, editing, and archiving of all event sessions.
- Provide a fully integrated outdoor broadcast system, including audio-visual equipment setup, sound system integration, live mixing services, and continuous technical support and troubleshooting to ensure uninterrupted event operations.
Expected Materials/Deliverables
The materials may include but are not limited to:
| Communication Material | ||
| Event backdrops and stage branding
|
04 | |
| Standees and banners
|
20 | |
| Media and Event Walls | 06 | |
| Shields | 20 | |
| Invitation cards | 100 | |
| Participants Cards | 150 | |
| File and folders
|
200 | |
| Diary, Pen and Tote Bags
|
400 (each) | |
| Conference branding materials (Brochures, pamphlets, infographics and Visibility Items)
|
400 (each) | |
| Designed Version Two Booklets (Max 80 pages)
|
1000 copies | |
| Media Visibility Strategy | ||
| 1. | Media visibility strategy and implementation plan
|
02 |
| Press releases and media kits
|
02 | |
| Social media and digital content | 10 | |
| Photography and videography coverage
|
02 | |
| High Quality Video of the Conferences and event documentation | 04 | |
| Podcasts Episodes with Experts | 06 | |
| Provision of SMDs, Digital Streaming | ||
| Fully functional SMD Screens/ and broadcast systems | 02 (for each event) | |
| Digital Standees | 06 (for each event) | |
| Installation and dismantling services | 01 | |
| Live streaming and recording services | 01 | |
| Technical operational support during events | 01 | |
| Recording of conference sessions
|
01 | |
Duration of Assignment
The assignment will cover pre-event preparations, event execution, and post-event visibility activities for both conferences from June to September 2026.
Reporting and Coordination
The selected firm will work closely with the Technical Specialist (Gender and GBV) from SPO and ensure timely coordination, approvals, and reporting throughout the assignment period.
Required Qualifications and Experience
- Be a legally registered firm with valid documentation to operate in Pakistan and provide communication, media, and technical event support services.
- Demonstrate substantial experience in communication, media management, event visibility, and audiovisual/broadcasting services, particularly in development or large-scale institutional settings.
- Have proven experience in successfully managing high-level conferences, policy dialogues, or similar multi-stakeholder national or international events.
- Possess adequate technical infrastructure, skilled human resources, and operational capacity to deliver end-to-end services including design, media outreach, and live broadcasting.
- Submit a portfolio and verifiable evidence of similar assignments, including samples of previous work, and documentation of past event coverage and media visibility services.
- Must have a qualified technical expert within the team with strong subject-matter expertise in GBV and SRH, capable of reviewing, contextualizing, and ensuring technical accuracy of all thematic content
Evaluation Criteria
The Firms will be evaluated based on:
- Relevant Experience and Portfolio
- Operational and Technical Capacity
- Inhouse Capacity of a Content Specialist and Designer from GBV Lens
- Financial Proposal