Name of the project: Democracy in Eastern Partnership (DEAP)

April 2025

ERIM is an international NGO based in Lyon, France. We work to strengthen and empower civil society and independent media, to promote human rights and to increase critical thinking. You can find more information about ERIM’s mission and vision here.

 

1. Objective of the Project

Democracy in Eastern Partnership (DEAP) is a three-year regional project, funded by the European Union and implemented by ERIM. The project aims to promote inclusive, resilient and democratic societies in the Eastern Partnership region by strengthening the capacities of civil society organizations and independent media, supporting research and policy analysis, and organising cultural and networking events to promote the work of human rights defenders.

 

2. Description and Objectives of the Networking Event

ERIM would like to organize a networking event to bring together Civil Society Organizations and Independent Media outlets coming from Eastern Europe, offering an opportunity to share cross-country challenges and best practices, encourage networking between organizations, and foster collaboration between the participants that could last beyond the end of the project.

The event will span three full days and will include group working sessions, an educational component focused on skills-building and knowledge exchange, as well as a half-day dedicated to cultural activities to encourage informal networking and cross-cultural understanding.

 

3. Organisation of the Event

ERIM, a Lyon-based organization, is seeking a Moldova-based logistics company to support the organization of a three-day networking event in Chișinău.

• Location Chișinău : Republic of Moldova
• Date  : The event will take place during the week of 23–27 June, with three full working days, not including the arrival day (exact date TBC).
• Participants : Approximately 40 participants from Eastern Europe + 2 local facilitators + 1 trainer/expert (exact number TBC after finalization of participants list).

 

ERIM is looking to contract a logistics company to manage the following responsibilities:

Venue Coordination

• Identify and book a venue in Chișinău suitable for 40 participants.
• The venue must include: one large conference hall suitable for full-group sessions, as well as smaller rooms or areas for breakout group discussions.

Participant Travel & Accommodation

• Based on a list provided by ERIM, contact all participants to coordinate logistics.
• Arrange and/or reimburse transportation (international flights, local travel) for all participants, including trainers, facilitators, and project staff.
• Book accommodation as needed.
• Organize group transfer to and from the hotel on arrival and departure days.
• Provide on-site support during participant check-in and check-out.

Catering Services

• Ensure catering for the duration of the event (coffee breaks, lunches, dinners).
• Coordinate with ERIM in advance regarding dietary restrictions and preferences.

Technical Support

• Ensure availability of all necessary technical equipment (projectors, microphones, screens, etc.)
• Provide a dedicated on-site manager to handle the technical setup and troubleshooting, as well as coordinate logistics and provide real-time support throughout all days of the event.

Visibility & Branding

• Produce event visibility materials such as banners and participant goodies in consultation with ERIM.

Event Materials

• Supply general stationery and workshop materials, including flipcharts, paper, markers, pencils, or other needed supplies.

Cultural Activity

• Organize and coordinate transportation and bookings for a half-day cultural activity for participants.

ERIM will be responsible for the event’s program, content, and hiring of trainers and facilitators. Trainers, facilitators, and project staff should be considered as part of the participant group for logistical purposes.

 

4. Planning and timeline

This calendar might be reviewed depending on availability and needs :

• 17th of May 2025 (18:00 CET) : Submission of proposal / Deadline to apply for the call :
• 19th of May 2025 : Selection of the logistics company for the event :
• 4th week of May 2025 : Coordination and planning of the event with Initial planning meeting
• Week of 23–27 June : Launching of the event :  (exact date TBC after finalization of participants list)

 

5. Application

Selection Criteria:

• Professional experience in organizing similar events
• Quality of proposed services
• Cost-effectiveness and transparency of the budget
• Capacity to provide bilingual or multilingual support (fluency in English and Romanian is mandatory)
• References or examples of past work
• Knowledge/Experience handling sensitive information

The application should consist of the following:

• A technical proposal outlining your understanding of the event and your organizational plan for its execution (maximum 6 pages)
• An indicative timetable for the event
• A detailed budget proposal, including travel, accommodation, meals, service fees, and any other associated costs (costs should be presented per participant and must include VAT)
• References or examples of past work

 

Please submit your complete application in English to the address deap.team@protonmail.com with the name “Networking Event – Logistics Support” as subject of the email.

Deadline for application submission: 17th May 2025, 18:00 CET.

Location

Chișinău, Republic of Moldova

Deadline of application

17th of May 2025 (18:00 CET)

Application

deap.team@protonmail.com

with the name “Networking Event – Logistics Support”

Date of the event

Week of 23–27 June