Development of a Guidance Note on Effective Public Engagement In-Person Events

1. Summary and Background:

The Canadian Partnership for Women and Children’s Health (CanWaCH) is currently seeking a consultant to develop a guidance note on hosting effective public engagement (PE) in-person events. The guidance aims to equip CanWaCH members with actionable insights, tips and best practices to enhance the impact of their public engagement initiatives in promoting their work and the broader objectives of the international development/global health sector, including as they relate to Global Affairs Canada (GAC) reporting.

In the post-pandemic era, the dynamics of in-person events have shifted due to the growing prevalence of virtual engagements and changing audience expectations. This guidance note will address these challenges and provide members with strategies to maximize attendance, participation and outcomes in an evolving event landscape.

2. Project Description and Scope:

2.1 Objectives CanWaCH is seeking a consultant to develop a comprehensive and practical guidance note that includes at a minimum the following sections:

• Insights and Learnings: A synthesis of key findings from:
  1. CanWaCH-supported in-person PE events held over the past year.
  2. CanWaCH’s partnership with WickFest and the PE installations coordinated during the tournament/festival.
  3. Bidder-sourced research and expertise in the sector.
• Best Practices and Recommendations: Strategies for organizing and executing impactful in-person PE events.
• Resource Recommendations: Tools and approaches to support members in their event planning and execution.

2.2 Intended Audience The intended audience for this guidance note includes:

• CanWaCH member organizations
• Practitioners and professionals in the international development/global health sector
• Public engagement specialists focused on GAC reporting requirements

2.3 Key Questions to Address

• What strategies are most effective in encouraging public attendance and participation at in-person PE events in a post-pandemic context?
• What innovative approaches can maximize the impact of in-person events in advancing global health and international development objectives?
• What are the most effective strategies to incorporate education into PE events?
• How can lessons learned from recent CanWaCH-supported events and partnerships (e.g., WickFest) inform best practices for the sector?
• How should GAC reporting requirements be integrated into the planning and execution of these events?

3. Project Timeline:

3.1 Completion Deadline The final version of the guidance note must be submitted to CanWaCH no later than Monday, March 10, 2025, at 11:59 PM EDT. Design and translation will follow final submission.

3.2 Detailed Schedule

• Week of January 6, 2025:
  • Release of RFP 
• Week of January 27, 2025:
  • Selection of successful consultant and finalization of contract
  • Initial kick-off meeting with CanWaCH to review project scope, deliverables and existing research
• Week of February 3, 2025:
  • Progress meeting with CanWaCH and review of outline
• Week of February 17, 2025:
  • Submission and review of working draft (~75% complete)
  • Feedback from CanWaCH and refinement of content
• March 3, 2025:
  • Submission of final draft for CanWaCH review
• Week of March 10, 2025:
  • Translation and design phase (handled by CanWaCH)
• Week of March 17, 2025:
  • Launch of document

4. Budget:

4.1 Requirements All proposals must include proposed costs to complete the tasks described in the project description and scope. CanWaCH will provide the following:

• Translation of the guidance note from English to French
• Design of the guidance note
• Technical and logistical support for meetings
• Copies of all relevant resources and findings compiled to date

4.2 Transparency All costs and fees must be clearly described in the proposal. If the consultant intends to outsource or subcontract any work, this must be stated, including names and descriptions of the organizations being subcontracted. Proposals must be all-inclusive.

5. Bidder Qualifications:

Bidders should provide the following items as part of their proposal for consideration:

• Description of experience and expertise in public engagement, event planning and international development/global health contexts.
• Examples or portfolio of relevant technical guidance notes, publications or research attesting to expertise.
• Name(s) of consultant(s) involved in the project.
• Testimonials from previous clients.
• A proposed draft table of contents for the guidance note.
• An overview of previous engagement with or knowledge of Global Affairs Canada (strong asset).

6. Proposal Evaluation Criteria:

CanWaCH will evaluate all proposals based on the following criteria:

• Consultant Experience: Bidders will be assessed on their experience relevant to this project’s scope.
• Previous Work: Evaluation of prior work and examples relevant to the subject matter.
• Value and Cost: Assessment of the proposal’s cost-effectiveness.
• Expertise: Evaluation of bidder’s technical and professional qualifications.

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How to Apply:

Submitting a Proposal:

7.1 Deadline All proposals in response to this RFP are due no later than 11:59 PM EDT on Friday, January 24, 2025. Proposals will be reviewed on a rolling basis. Final selection could be made before the deadline.

7.2 Notification The selection decision for the winning bidder and notifications to all other bidders will be made no later than Tuesday, January 28, 2025.

7.3 Contact Bidders should submit their proposal to the attention of:

Amber St. Louis

Director, Communications 

[email protected]