Call for Expressions of Interest - Event Management and Logistical Support Services for an Expert Workshop in Beirut

1. Background

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.

2. Purpose of the Assignment

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.

3. Event Details

Event title: Pathways to Justice for Syria - Expert workshop

Event dates: To be confirmed, tentatively during the first week of November 2026.

Duration: 3-day workshop, 4 nights' accommodation

Expected participants: 24–26

Participants requiring visa from Syria: 15

Working languages: Arabic and English

4. Scope of Work

The service provider will undertake the following tasks:

4.1 Overall event organisation:

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. **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.

4.2 Hotel accommodation:

Arrange suitable single-occupancy hotel accommodation for participants, as agreed with Ceasefire. Coordinate bookings, check-in and check-out, and provide accommodation confirmations for visa applications where needed. Manage any changes or cancellations and ensure invoices clearly show room rates and the number of nights. **Accommodation costs should be based on a unit rate per room per night. Ceasefire will reimburse the service provider based on the actual number of rooms booked and used. The final accommodation list will be confirmed in advance.

4.3 Visa support for Syrian civil society participants: 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. **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.

4.4 Event facilities:

Identify and book a suitable venue for the event. Liaise with the venue provider to ensure: A main meeting room suitable for the expected number of participants. Appropriate seating and room layout. Reliable internet access. Projector, screen, microphones and sound equipment. Registration and networking space.

Coordinate venue set-up and ensure that all equipment is tested before the event begins. **Venue hire should be quoted as a fixed cost for the full three days. Ceasefire will reimburse the full agreed amount regardless of the final number of participants.

4.5 Catering and refreshments:

Provide catering services for an expected 24–26 participants for each of the three event days.

Catering should include:

Morning and afternoon refreshments. Tea, coffee, water and soft drinks. Lunch for each event day. Light snacks.

Collect information on dietary requirements and allergies in advance. **Catering costs should be quoted per person, per day . Ceasefire will reimburse the service provider based on the actual number of participants attending.

4.6 Interpretation services:

Provide professional simultaneous interpretation from English into Arabic and from Arabic into English. Ensure that interpreters have experience in civil society, human rights, governance or related terminology. Provide interpretation equipment where required, including headsets, microphones, transmitters and a technical support person. Share the agenda and rele