2024 American Spaces Philippines Conference

SUMMARY:

The U.S. Embassy in the Philippines' Public Affairs Section (PAS Philippines) of the U.S. Department of State is pleased to announce that we are considering proposals for the operational and program development work for the 2024 American Spaces Philippines Conference. Our funding goals, strategic themes, and processes for submitting grant proposals are all outlined in this notice. Please read carefully and follow all instructions. This notice is subject to the availability of funding.

PROGRAM DESCRIPTION

PAS Philippines invites individuals, non-profit organizations, and non-government organizations to submit proposals to implement the 2024 American Spaces Philippines Conference. The event is a three-day conference with representatives from American Spaces partner institutions. The intent of this program is to bring together university leaders and American Corner staff members from across the country for a strategic planning session, networking, and capacity-building activities. The Grantee will support the Embassy by fulfilling the logistical, travel, and administrative needs of the conference, as well as providing constructive inputs on the program of the conference. The budget should not be more than $40,000 in total.

The successful Grantee must have demonstrable experience in conference management (minimum size of 40 participants), events planning, and high-level customer relations. Grantee must also demonstrate their ability to responsibly manage funds, coordinate logistics, and execute the program plan within the expected timeline.

Examples of activities include, but are not limited to:

1. Programming

• Develop 3 learning sessions that will build the skills of the participants in the areas of project designing, partnership building, and program management.
• Organize a small exhibit in the venue featuring the projects of the participants
• Organize a team-building activity for the participants

2. Events Planning

• Scout and book a conference venue within Luzon, Visayas, or the City of Davao that is accessible to the airport, and major transportation hubs.
• Coordinate with a hotel for the reservations of all participants, including the processing of required down payments.
• Prepare financial reports and liquidations of project expenses, including hotel, equipment, food and beverage suppliers, and any relevant subcontractors.
• Coordinate and arrange a full-board meal for organizers and participants including the accommodation of those with special diets (halal, vegetarian, etc).
• Arrange overall logistics and ensuring the availability of high-speed wifi, computers, high-resolution web cams, and microphones to accommodate hybrid sessions
• Organize the plenary hall, any breakout rooms and prepare necessary workshop materials
• Design, and produce conference kits, and marketing materials such as pull-up banners, event shirts, tokens, tote bags etc.

3. Travel Arrangements

• Coordinate and book flight itineraries with varying origin destinations.
• Arrange and book all airport transfer services for participants.
• Issue plane tickets, room reservations and airport transfer service to each participant.
• Arrange land transportation for participants as necessary.
• Organize and pay the travel allowance of the participants.

PRIORITY PROGRAM AREAS

The program should empower American Spaces partners to increase knowledge on the following priority program areas:

• Girls/Women in Science, Technology, Engineering and Math (STEM)
• Entrepreneurship
• Innovation and Artificial Intelligence
• Peace Education
• Democracy and Human Rights
• Climate Change and Environmental Protection

Participants and Audiences:

Target audiences include university presidents from American Spaces-hosting institutions, and library directors and staff.