CALL FOR PROPOSALS

Terms of Reference: STE to Provide Hosting Services for the Networking Night at DOST RSTW 2025

Published by Mary Ruth Ochavillo on APRIL 07, 2025.

DESCRIPTION OF ASSIGNMENT

The Short-Term Expert (STE) or Service Provider will be responsible in providing hosting services during the Networking Night of the DOST Regional Science and Technology Week (RSTW) 2025, scheduled on April 23, 2025.

KEY ASSIGNMENT OF THIS ASSIGNMENT

The STE or Consulting Firm’s scope of work will include, but is not limited to:

  1. Collaborative Meetings
  • Attend coordination meetings with AFOS Foundation and DOST 7 to discuss the event flow, program segments, and specific facilitation requirements.
  • Provide expert recommendations on event flow, audience engagement strategies, and program enhancements.
  1. On-Site Hosting
  • Serve as the official host/emcee for the Networking Night of the DOST Regional Science and Technology Week (RSTW) 2025 on April 23, 2025.
  • Ensure smooth program flow by facilitating transitions between segments, introducing speakers, and engaging with attendees.
  • Adapt hosting style to match the event’s theme and audience, ensuring an engaging and professional atmosphere.
  • Coordinate closely with the technical team to ensure proper timing for presentations, performances, and other program elements.

DURATION, LOCATION OF ASSIGNMENT

 Schedule of Assignment : No. of man-days: 1 man-day

Start and end of engagement: April 23, 2025, 06:00 PM – 10:00 PM

Pre or Post-Event Meetings (dates to be agreed upon with the Client)

  • DOST 7 Office, Sudlon, Lahug, Cebu City

Assigned Location

  • 5th floor, Sinamay 1 and 2, Seda Central Bloc Cebu, Apas, Cebu City

CATEGORY

Short-term Expert (STE)

PROPOSED EXPERT/S

Professional Experience in Hosting & Event Facilitation

  • At least 3–5 years of experience in hosting corporate, government, or formal networking events.
  • Proven track record of successfully facilitating high-profile events, preferably in the science, technology, business, or development sectors.

Strong Communication & Presentation Skills

  • Excellent verbal communication skills in English, Filipino, and Bisaya/Cebuano.
  • Ability to engage diverse audiences, including government officials, industry leaders, and technical experts.

Event Management & Coordination Experience

  • Experience working with event organizers, program committees, or production teams to ensure seamless execution.
  • Ability to anticipate and manage real-time adjustments during live events.

Familiarity with Science & Technology or Development Programs (Preferred but not required)

  • Knowledge of DOST programs, innovation ecosystems, or the Philippine science and technology landscape is an advantage.

Professionalism & Adaptability

  • Ability to adapt hosting style based on the event theme and audience.
  • Composed, professional demeanor under pressure or unexpected program changes.

Availability & Commitment

  • Must be available for pre-event coordination meetings and onsite hosting on April 23, 2025 from 06:00 PM to 10:00 PM

EXPERT’S TASKS

The STE/s shall cover the following tasks:

  1. Pre-Event Coordination & Preparation (0.5 man-day)
  • Attend coordination meetings with AFOS Foundation and DOST 7 to discuss event objectives, program flow, and facilitation requirements.
  • Provide recommendations on program structure, audience engagement techniques, and best practices for a smooth event flow.
  • Review or assist in finalizing the event script, speaker introductions, and key transitions.
  1. On-Site Hosting & Event Facilitation (0.5 man-day)
  • Serve as the official host/emcee during the Networking Night of DOST Regional Science and Technology Week (RSTW) 2025 on April 23, 2025.
  • Facilitate the program, ensuring swift transitions between segments, speaker introductions, and audience engagement.
  • Coordinate with the event team and technical crew for proper timing and execution of program elements.
  • Adapt to real-time adjustments and ensure a professional and engaging atmosphere throughout the event

KEY DELIVERABLES/S

The key deliverables include the following:

✔ Pre-event Coordination & Planning Output

  • Attendance in coordination meetings
  • Recommendations on program flow and engagement strategies
  • Finalized event script inputs (if required)

✔ Event Day Hosting & Facilitation

  • Professional and engaging hosting during the Networking Night
  • Smooth transitions and coordination with event organizers

REPORTS

The STE shall submit the following report:

  1. Proposal with expected program methodology
  2. STE Timesheet

PROPOSAL SUBMISSION

Interested Short-Term-Expert or Consulting Firms are requested to submit the following before 11:59 PM on April 09, 2025.

  1. Curriculum vitae
  2. Proposal outlining the programme methodology and professional fees.
  3. Portfolio showcasing previous events hosted or facilitated
 

The proposals with the required documents enumerated above should be addressed and emailed to:

YVETTE HOPE P. LABUS
Project Manager & Philippine Resident Representative
AFOS Foundation for Entrepreneurial Development Cooperation

Email address: info-ph@afosfoundation.org

The selection of the Short-Term-Expert or Consulting Firm will be based on the following criteria:

  • Relevance and quality of experience in delivering similar projects.
  • Creativity and execution plan for the programme flow.
  • Cost-effectiveness of the proposal.
AFOS FOUNDATION