MedPAN is looking for a communication agency to help us create communication materials for our upcoming annual experience-sharing workshop and to cover our participation during the COP27 and COP15.

You can find the details in the terms of references.

Deadline for submitting your offer: 28 September 2022.

Don’t hesitate to share this call with your contacts.

Please do not hesitate to contact emilie.grimaud@medpan.org for any further information.


Questions/Answers received

MedPAN Workshop

  • In which city will the workshop take place?

The MedPAN workshop will take place in the city of Petrovac, Montenegro, at the Hotel Palas.

  • Would it be possible to have a Retroplanning for the deliverables?

We will be able to define the timeline with the agency, once it has been selected.

  • Participant kits: do you have an idea for a particular kit and eco-friendly criteria for their design? For how many people should we plan to have kits?

We expect 160-180 participants max for this workshop, so we will need one kit per participant. We don’t have a specific idea in mind, so far we have distributed totebags, paper bags, or kraft bags.

  • Badges: for how many people do you need to provide badges? What are you used to doing (format, type and category of badges expected)? Do you have a template to send us?

You will need 1 badge per person (so between 160 and 180). There is no different category for badges, all participants have the same type of badge. We do not have a set format, you can see the different types of badges in the pictures below. Sometimes we integrate a QR code with a link to the online programme.

MPANETWORKSFinalEventOC-4
2021_MedPAN_GA-36
  • How do you want to manage the ticketing?

Registration is already open, we use an online form. On the opening day, each participant goes to the welcome desk to collect their badge and participant kit if we have one.

  • Signage: how many totems do you need?

We can provide 2 totems for the programme and practical information. The content must be in English/French.

  • Event programme: what is the format (print or digital) and the number of pages expected?

We used to have both formats: print and digital. But we are trying more and more to reduce the use of paper. We can discuss a digital format only. You can have a look at the programmes of the past workshops and check what kind of content we share: workshop 2018, workshop 2019.

We plan to have a very simple and clean design for this year’s workshop. Session information usually arrives quite late, we were thinking of offering a Google Doc formatted programme to facilitate collaboration.

  • Should the programme contain infographics? pictograms?

The programme will not contain infographics, we can provide pictograms. You will find them in our design guidelines.

  • Is there a design guideline?

We have just redone our graphic charter, you can use it as we want to present it officially to our members and partners during this workshop in Montenegro.

  • Photo editing: is it necessary to use Lightroom to edit photos?

You can use another photo editing software.

  • Social media: is there any social media coverage during the workshop in Montenegro? It is necessary to elaborate the communication plan beforehand with the MedPAN team in order to determine and quantify the number of publications per type of network, the type of publications, and the duration. What is the target? What is the objective? So you want to cover the event with live social media content?

You will need to plan social media coverage during the event. You will work in collaboration with the MedPAN communication officer who will help you develop the social media communication plan. You can prepare visuals in advance, and we can share content (quotes, key events, photos…) with you each day during the event to be shared live.

  • Proceedings of the workshop: how many pages should be taken into account?

The proceedings will be delivered in two languages: French and English. The agency will take care of the translation of the document. Each document will need about 100 pages. You can have a look at the proceedings of the previous workshops: workshop 2018, workshop 2019

  • Powerpoint presentations: How many page templates do you want to create?

Based on the previous templates we used, we expect 6 sample slides for this template.

  • Zoom platform: Will the new website be online at start-up? Should we only cost the web design or the web design and the integration on the website?

The new website will indeed be online at the time of the workshop. There will be no integration on the website, we ask that you provide the zoom landing page for each session with the session title, event logo, time and date of the session.

  • Press Relations: Will a background document be provided for the editorial? Who will do the press relations?

We will provide you with the basis for writing the PR. You can do the press relations.

  • We would like to be in touch with trusted photographers we are used to working with, can we consider sending someone to the event instead?

You can of course send your photographer on location. We can organise the trip together.

COP27 and COP15

  • Social media: It is necessary to elaborate the communication plan beforehand with the MedPAN team in order to determine and quantify the number of publications per type of network, the type of publications, and the duration. What is the target? What is the objective? So you want to cover the event with live social media content?

You will need to plan social media coverage during the event. You will work in collaboration with the MedPAN communication officer who will help you develop the social media communication plan. You can prepare visuals in advance, and we can share content (quotes, key events, photos…) with you each day during the event to be shared live.

  • Can you give us more information to calculate the cost of writing communications about your participation?

We will ask the agency to write an article in English and French for our website summarising MedPAN’s participation and actions during these international events. Photos, videos, interviews, publications can accompany the article. Our communications officer will take care of integrating the content on our website.

These articles will then be shared in our newsletter.

You can find examples of press releases below:

Feedback on the UN conference
MedPAN participated in the Monaco Ocean Week and the Monaco Blue Initiative
Review of the COP22 Barcelona Convention
Feedback on the IUCN World Conservation Congress

  • Can we give you the contact details of the clients so that you can contact them? It seems complicated to get a feedback from our customers during the month of August

You can send us the contact details of your customers and we will contact them.

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