Junior Consultant – Event Administration and Logistics Support

International Democracy Day Brussels 2025

Background and purpose of the call

The European Network of Political Foundations (ENoP) is launching a call for tender for the position of Junior Consultant to support the organisation of the International Democracy Day Brussels (IDD Brussels 2025). This role will focus on event administration, logistical coordination, and communication follow-up.

IDD Brussels is an annual flagship event that gathers democracy support actors, policy-makers, and civil society to discuss current challenges and opportunities for democracy globally.

Tasks to be performed

The Junior Consultant will be responsible for ensuring the smooth planning and execution of IDD Brussels 2025 through the following activities:

1. Event Administration and Logistics
   • Management of participant invitations and follow-ups
   • Handling of registration processes and maintenance of participant lists
   • Coordination with catering services (menus, dietary needs, setup)
   • Travel booking and arrangements for speakers and guests
   • Accommodation management via existing framework contract
   • Supporting the preparation of conference materials
   • Preparing an on-site work division plan
   • Coordination of ICT services required on-site (streaming, presentations, audio/visual)
   • On-site logistical support including:
     • Division and management of registration desks
     • Deployment of ushers and volunteer coordination
     • Support speaker reception and briefing
     • Preparation of materials (badges, signage, water, etc.
   • Support with interpretation/translation services where needed
   • Support with communication aspects.

2. Coordination and Reporting
   • Participation in monthly coordination meetings with ENoP and partners
   • Preparation of brief reports and documentation from each meeting
   • Maintenance of a follow-up and action tracking system

Deliverables

• Full logistical plan and checklists
• Travel arrangements and accommodation booking
• Regular coordination reports
• On-site support during event days
• Final summary report

Time frame

The services are expected to be delivered between July 2025 and End September 2025, including event preparation, on-site execution, and immediate follow-up.

The contract foresees a minimum of 45 working days, with a possible extension up to 64 days, depending on the evolving needs and workload related to the event.

Remuneration

Remuneration will be based on a daily fee. Applicants are requested to indicate their proposed daily rate in EUR (excluding VAT, if applicable).

Location

Location of the services in Brussels.

Profile and expertise

• Experience in event planning, administration and logistics
• Strong organizational and communication skills
• Ability to manage parallel workflows and communicate with multiple service providers
• Fluency in English (working language of the event)
• Experience with EU-funded projects or democracy-related events is a plus

Awarding criteria

Best value for money. The evaluation team will place an average weight of 40% to the price component and 60% to experience.

Procedure for expression of interest

Interested service providers should submit:

• CV or portfolio of relevant experience.
• A financial offer (daily/hourly rate and estimated budget).

Applications should be sent by email to ENoP Executive Director Gary Klaukka at recruitment@enop.eu . The deadline for applications is 11:59 pm on Wednesday 25 JUNE 2025

Starting date: ASAP (Beginning July)