Call for Expressions of Interest - Event Management and Logistical Support Services for an Expert Workshop in Beirut
Role Summary
Ceasefire Centre seeks a qualified service provider for event management and logistical support for an expert workshop in Beirut, Lebanon, scheduled for November 2026.
About the Organisation
\*\*International flights and ground transport from Syria to Lebanon will be arranged and paid for separately by Ceasefire/its partner and are not included in the service provider’s scope of work.
- Develop a detailed event logistics and implementation plan.
- Coordinate closely with Ceasefire’s designated focal point, its partner and other service providers, such as the hotel and venue providers.
- Manage preparations before, during and immediately after the event.
- Ensure that all services are delivered on time and to an appropriate professional standard.
- Provide on-site event coordination throughout the event.
Key Responsibilities
As part of an EU-funded programme, Ceasefire is planning to organise an expert workshop in Beirut, Lebanon. The workshop will bring together 15 representatives of Syrian civil society organisations and a panel of five experts to discuss accountability and justice mechanisms for Syria.
The event will also be attended by five staff members from Ceasefire and Syrians for Truth and Justice (STJ), as well as potentially other stakeholders, bringing the total number of participants to 24–26.
To ensure the effective and professional delivery of the event, Ceasefire is seeking to contract a qualified service provider to manage the required logistical and administrative arrangements. These will include hotel accommodation, venue hire, visa facilitation for participants travelling from Syria, catering and refreshments, interpretation, stationery and other related services, as detailed below.
The purpose of this assignment is to provide comprehensive event management, accommodation and logistical support to ensure the successful organisation and delivery of the event.
In addition to arranging the venue and accommodation for 24–26 participants, the selected service provider will be responsible for coordinating visa facilitation for the 15 participants travelling from Syria, as well as catering and refreshments for 24–26 participants, event branding and design, registration support, simultaneous interpretation between Arabic and English, all necessary event equipment, including microphones, speakers and headsets, stationery, and other event-related supplies. The workshop is expected to last three days, so accommodation should be provided for four nights.
The service provider will undertake the following tasks:
The service provider will be expected to deliver:
The event is expected to take place within the first week of November 2026. The exact dates will depend on visa processing and logistical arrangements.
The service provider must ensure that all major arrangements are confirmed at least 15 working days before the event.
Proposals will be assessed against the following criteria:
The selected service provider will report to Ceasefire and will work closely with its partner throughout the assignment.
No significant change to the approved arrangements or budget may be made without prior written approval.
- Event title: Pathways to Justice for Syria - Expert workshop
- Event dates: To be confirmed, tentatively during the first week of November 2026.
- Location: Beirut, Lebanon
- Duration: 3-day workshop, 4 nights’ accommodation
- Expected participants: 24–26
- Participants requiring visa from Syria: 15
- Working languages: Arabic and English
- A detailed event organisation and logistics plan.
- A visa-support plan outlining how the service provider will secure and follow up on participants’ visas.
- A list of proposed venues and service options, including costs.
- Confirmed venue, catering, interpretation and equipment arrangements.
- All required stationery, printed materials and event supplies.
- Full on-site logistical coordination during the event.
- Services delivered.
- Participant attendance.
- Final expenditure and supporting documentation.
- Relevant event-management experience.
- Quality and feasibility of the proposed approach.
- Experience supporting visa arrangements.
- Quality of proposed venue, catering and interpretation services.
- Ability to meet the required timeframe.
- Value for money.
Sponsorship and Work Authorisation
\*\*This service is expected to be required for up to 15 Syrian civil society representatives travelling from Syria. Visa-support costs should be quoted per participant. Ceasefire will reimburse the service provider based on the actual number of participants requiring visa support, with the final list confirmed in advance.
\*\*Visa support fees will be reimbursed for applications that have been fully prepared and submitted, regardless of the final decision by the relevant authorities, provided that the service provider submits evidence of the work completed and the application submitted. No fee will be payable for applications that were not submitted.
- Support visa applications for civil society representatives travelling from Syria.
- Prepare or coordinate supporting documents, including invitation letters, accommodation confirmations and event-related documentation.
- Liaise with relevant authorities to secure visas for CSO members travelling from Syria.
Eligibility Criteria
The opportunity is focused on event management for a workshop in Beirut, with no clear visa sponsorship or eligibility for applicants from Africa.
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