GLOW 2005

SUMMARY TERMS OF REFERENCES [1]

ALL FUNCTIONAL TEAMS

I. Communication & Social Team

This team will:

·          Develop and implement a communication plan around the Event (pre, during and post) to ensure all parts of the organization, and outside strategic partners, are kept abreast of the progress in preparations (on a need-to-know basis) for conducting GLOW2005.

·          Use different types of media available to rally constituencies around the Event and market it, as progress is made towards the beginning of the workshop.

·          Ensure constant interaction with all other Functional Teams to collect, process and disseminate information.

·          Plan and organize social and fun events that will take place during the workshop.

II. Database Team

Designs and manages the database of all participants and their data, which may be required, in response of information needed by other Functional Teams and regarding specific attributes by groups of participants. This data will be used to finalize logistical arrangements and/or make substantive decisions in organizing discussion-groups' distribution (with considerations related to regional spread, language, gender balance) from information retrieved from the database.

III. Daily Feedback Team

·          Conceives, designs and organizes the Daily Feedback mechanism for tracking participants’ mood, acceptance of workshop sessions and assessment of support facilities and services.

·          Distributes, collects, tabulates and summarizes the participants’ feedback into a consolidated daily report for tracking workshop progress and immediate adjustments, if necessary.

·          Outputs from Daily Feedback material will serve to the overall monitoring and evaluation of the Workshop’s organization and conduction.  It may be a valuable source of information for the post-event evaluation exercise.

IV. Needs Assessment Team

The Needs Assessment team carries out consultation with a representative range of stakeholders and participants to the GLOW. This assignment should be aligned with GLOW’s Goal, Objectives and Principles, in a way that the NA contributes for development of content, logistics and design of Event’s activities giving due considerations to expectations of all involved.

V. Programme Content Team

The Programme Content Team will ensure the following four actions are taken:

·         The substantive content for every session of GLOW 2005 is identified and aligned with the agreed Goal, Objectives and Guiding Principles;

·         The proposed content is packaged into a one-week programme;

·         The support documentation required for each session is identified sufficiently in advance, translated into three languages to the extent possible, and disseminated to all participants;

·         The resource persons for each session are identified in a timely manner and fully understand their session formats and expected results.

The Team will inter-face with other Functional Teams in a coordinated manner to ensure all deliverables are available on time. 

VI. Logistics

The Team will be responsible for planning and organization of all logistic work associated with the conduct of the GLOW2005 (pre, during and post event) in an efficient and cost effective way. The Team work includes begin and finalizing all arrangements related to securing hotel accommodations for participant and conference facility installations; travel reservations and bookings with the issuance of travel authorizations; entry-visas requirements for external participants and issuance of visa; arranging airport pick-ups and participants transfers to GLOW’s venue(s); transporting, storing and distribution of conference materials and documents required; sub-contracting conference services (translation, transportation, etc) and installing equipments at event site (and dismantling and returning at the end of event);arranging other support services necessary as required ( pre, during and post event) including the running of secretariat support during the conference at the hotel.

VII. Facilitators

To ensure a lively and participatory workshop, within the Principles of the GLOW, to attain its Objectives and Goal. Help the Resource Persons to design processes to deliver contents of each GLOW session. Facilitate group sessions and support plenary sessions. (15 prepared Facilitators from the Field and 15 from HQs, with required spread of languages)

VIII. Share-Fair Team

The Share-Fair Team designs, plans and organizes the setting of a space for participants to share best practices and highlight cultural aspects of programme countries and regions, including an opening event/ activities. The space is called a “Global Share-Fair”, as information is exchanged on-site among participants from all over the globe. It facilitates the exchange of ideas, promotes learning from each other, and stimulates discussion and reflection in line with the objectives of the workshop. The Share-Fair is to be kept running from the workshop’s opening to its closure.

As opening event and integral part of the GLOW 2005 the Share Fair enables participants to share knowledge, experience and skills. It fosters networking among country offices and headquarters to strengthen the team spirit. It helps to create a good atmosphere throughout the whole workshop. The Team ensures that space is organized and contributions are invited (well in advance) from all groups to be represented at the event, so that information is arranged in stalls giving the same level of visibility to all Country Office Teams and Headquarter Groups. The materials should relate to the content of the overall agenda.

IX. Monitoring, Evaluation and Documentation Team

Overall Purpose and Objective:

The Monitoring, Evaluation and Documentation Team’s overall purpose and objective is to monitor, evaluate and document the UNV Global Workshop 2005 (GLOW), with regards to the process, result and follow-up, in line with the overall goals, objectives and principles set for the GLOW. This will enable UNV to draw lessons learned, to assess strategic importance of GLOW to UNV programming and identify key issues for follow-up.

Methodology:

Pre-workshop:

·         Develop Team work-plan

·         Define indicators for GLOW Principles

·         Define our understanding of GLOW Goals and Objectives and identify indicators for these. Consult with other Functional Groups to reach a common understanding on the above

·         Identify and define data required by the team, and recommend a gathering process

·         Design final evaluation form for participants and organisers

·         Design final assessment form for each Functional Team

·         Calculate workshop cost in time and money, and consider other methodologies for assessing opportunity cost

·         Assist the GLOW Project Manager in the preparations for the “Mid-Term Review” and “Final Dress Rehearsal”

·         Develop methodology for gathering information on session results and related process, and compiling this

During-workshop:

·         Data gathering in accordance with indicators and instruments developed for this purpose

Post-workshop:

·         Post-GLOW assessment/review, including reflections on alternatives

Output/Deliverables:

·         Team work plan

·         Quality Log (indicators) to assess the three Stages of GLOW

·         Compilation of documentation on the proceedings of the workshop

·         Develop ToR for final evaluation report, including time-line