Consultant – Hire a PR Company for Media Briefing & Event Visibility Support

About the company

ChildFund International is a non-sectarian, non-profit development organization operating in 25 countries worldwide, working to improve the well-being of approximately 24.33 million children and their families, regardless of race, creed, religion, or gender.

ChildFund Sri Lanka (CFSL), operational since 1985, implements development programmes that support children and youth to grow up healthy, educated, skilled, and safe. The organization works in close collaboration with government institutions, civil society, and the private sector to promote inclusive and sustainable development.

CFSL’s programmes are guided by four key result areas:

1. Learning
2. Livelihood strengthening
3. Building sustainability
4. Gender & disability inclusion

These terms of reference are developed based on the programme context and communication objectives outlined in the existing consultancy framework.

Objective of the assignment

ChildFund Sri Lanka is implementing a disability-inclusive livelihoods programme aimed at improving employability, economic independence, and social inclusion of youth with disabilities.

As part of programme visibility and stakeholder engagement efforts, CFSL intends to organize a media briefing/event to:

1. Raise awareness on disability-inclusive employment and livelihood opportunities
2. Promote positive stories and inclusive hiring practices
3. Strengthen engagement with government institutions, private sector stakeholders, media, and development partners
4. Increase public visibility of programme achievements and impact

To support this initiative, CFSL seeks to hire a qualified PR company to provide comprehensive media coordination, public relations, event publicity, and communication support before, during, and after the event.

Scope of work

The selected PR company will be responsible for planning and executing all communication and media-related activities associated with the event.

Pre-event support

The PR company will:

1. Conduct planning meetings with the CFSL team to understand the programme objectives, key messages, and target audiences
2. Develop a media and communication plan for the event
3. Prepare:
4. Media advisory
5. Press releases
6. Key messaging documents
7. Event briefing notes
8. Media invitation lists
9. Coordinate invitations and follow-up communication with:
10. Television channels
11. Print media
12. Radio stations
13. Digital media platforms
14. Influencers and relevant stakeholders
15. Support branding and visibility planning for the event venue
16. Coordinate media attendance confirmations and scheduling

Event-day support

The PR company will:

1. Coordinate all media representatives attending the event
2. Manage media registration and facilitation
3. Support smooth execution of the media briefing/session
4. Facilitate interviews with spokespersons, programme participants, and stakeholders
5. Ensure proper visibility and branding arrangements
6. Capture media coverage and documentation
7. Provide on-site communication coordination support

Post-event support

The PR company will:

1. Disseminate press releases and event summaries
2. Compile media coverage from television, print, online, and social media platforms
3. Provide a post-event media monitoring and visibility report
4. Share digital copies/links of published or broadcasted content
5. Provide recommendations for future visibility and media engagement

Deliverables

The PR company is expected to deliver:

1. Comprehensive media and communication plan
2. Media advisory and press release(s)
3. Stakeholder/media coordination support
4. Event publicity and visibility management
5. Media coverage coordination
6. Post-event media monitoring report with coverage evidence
7. Digital archive of media outputs and publicity materials

Duration of the assignment

The assignment is expected to be completed within two (2) weeks, including pre-event preparation, event execution, and post-event reporting, as per the agreed timeline.

Required qualifications and experience

The PR company should demonstrate:

1. Proven experience in public relations, media coordination, and event publicity
2. Strong network and relationships with local and national media institutions
3. Previous experience supporting development sector or NGO events is an advantage
4. Strong communication and event management capacity
5. Experience in handling media briefings, press conferences, and stakeholder engagement events

Evaluation criteria

1. Technical approach and methodology – 35%
2. Relevant experience and portfolio – 30%
3. Team composition and capacity – 20%
4. Financial proposal – 15%

Budget

Applicants are required to submit a detailed financial proposal covering all costs related to media coordination, publicity, communication materials, event-day support, and reporting.

When applying

Interested applicants should submit their proposal and updated CV or profile to carry out the assignment.

Application should be submitted.

Please mention the consultancy when applying.