Background
The To'os Ba Moris Diak (TOMAK) program will conclude in 2026 after ten years of implementation across Timor-Leste. A national-level closure event will be held in Dili to showcase program achievements, strengthen public diplomacy, and celebrate partnerships between the Governments of Australia and Timor-Leste. The event will include a short formal ceremony, documentary screening, and a showcase of TOMAK partners, produce, and technologies.
Purpose of the Assignment
TOMAK seeks to procure a professional Event Management Company (EMC) to design, coordinate, and deliver a high-profile national closure event that is logistically seamless, visually compelling, culturally appropriate, and aligned with DFAT protocol requirements. The overall tone of the event is to be celebratory with a sense of finality. We are seeking to create an innovative and engaging event that stands out from the norm and will adequately showcase the work of TOMAK – climate and nutrition sensitive agriculture in rural Timor-Leste.
Scope of Work
The EMC will be responsible for end-to-end event delivery, including:
Event Design & Planning
- Working with TOMAK to develop a detailed event concept and run-sheet based on TOMAK's agreed format (3pm–7pm)
- Design layout for guest interaction showcase (e.g. farmers-market-style showcase, cooking demonstration, music and cultural performances, other TBC in discussion with TOMAK team) including booths, displays, and guest flow
Venue & Logistics Management
- Manage venue setup (final venue TBC)
- Provide staging, lighting, sound, seating, registration area, and accessibility arrangements
- Ensure simultaneous Tetum–English interpretation and sign language services for key speeches
- Coordinate catering for ~80–100 guests (stand-up canapés)
Protocol & VIP Coordination
- Support GoA and GoTL protocol requirements, including seating plans, arrival sequences, and security coordination
- Manage VIP engagement, including potential attendance by high level Timor-Leste and GoTL representatives, and the Australian Ambassador and VIP Australian Embassy guests
Technical Production
- Manage audio-visual setup for screening the 10-minute TOMAK documentary and holding slides
- Provide screens, projectors, sound systems, and backup equipment
- Support display of short videos at showcase booths
Communications & Branding Materials
- Produce and install event branding materials (design by TOMAK), including:
- Stage banners
- Pull-up banners
- Showcase signage
- Posters from "Portraits of Progress"
Event Delivery & On-Site Management
- Full on-site coordination of staff, vendors, technical crew, and ushers
- Guest registration and flow management
- Troubleshooting and real-time problem solving
- Professional photography
Post-Event Requirements
- Provide a short completion report summarising delivery, attendance, highlights etc.
- Return or dispose of materials responsibly
Deliverables
- Event concept and run-sheet
- Venue layout and showcase design
- Full logistics and technical plan
- Branding and communications materials prepared and set up
- Successful delivery of national closure event
- Post-event completion report
Timeline
- Contract award: mid-late January 2026
- Pre-event planning: January–February 2026
- Event delivery: 12 March 2026
- Completion report: within 10 days post-event
Required Experience and Proven Track Record
- Demonstrated experience delivering high-profile government or donor events in Timor-Leste, particularly Government of Australia
- Proven capacity to manage VIP protocol and multi-stakeholder coordination
- Strong technical production capability (AV, staging, lighting)
- Ability to deliver bilingual and accessible events
- Strong reputation for reliability and professionalism
Budget
A detailed all-inclusive cost proposal is required, covering all event management components, allowances for performers (where costs require confirmation) and including the EMC fee. Indicative budget: USD 15,000 - 18,000.
How to Apply
Deadline: Applications must be submitted by 23 January 2026.
Required Documents:
- Cover Letter (2–3 pages) outlining relevant experience in accordance with the Terms of Reference (TOR)
- Portfolio showcasing the most recent high-quality national closure event organized by the applicant, including any available reviews
- Two referees with contact details
- Three professional references, preferably including one from your most recent employer
Submission: Please send your application by email to [email protected], with cc to [email protected], by 23 January 2026.
Note: Only shortlisted candidates will be contacted.
