Host LACIGF

CALL FOR PROPOSALS FOR THE HOSTING OF THE INTERNET GOVERNANCE FORUM OF LATIN AMERICA AND THE CARIBBEAN – LACIGF

The Group of Organizers of LACIGF are pleased to announce the realization of the Twelfth Internet Governance Forum of Latin America and the Caribbean, to be held on the week of August 5 to 9, 2019.

As in the previous editions, the purpose of the meeting is to provide a space for multi-stakeholder political dialogue between governments, the private sector, the technical community, the academia, and civil society organizations. The region has made progress in understanding the challenges currently posed by Internet governance and further debate will contribute to consolidate agendas, initiatives and policies to respond to regional priorities. The regional meeting on Internet governance also points to broaden the region’s participation at the 2019 Internet Governance Forum (IGF).

Likewise, as in previous editions, one of the meeting’s goals is to inform the region’s stakeholders on the issues and trends observed in the debates and discussions of the global IGF. The process of regionalizing the discussion around the agenda established by the IGF has been taking shape since 2008. For the 2019 and 2020 editions of this event, the group of organizers is seeking an organization able to host the Governance Forum, which should happen in August.

Proposals from organizations interested in hosting LACIGF 2019 and LACIGF 2020 will be received from 14 December 2018 until 8 March 2019.

Based on their criteria, the Program Committee will select the two best proposals, which will be designated to host LACIGF 2019 and LACIGF 2020.

  1. Description of the process

The previous Latin American and the Caribbean Regional Preparatory Meetings for the Internet Governance Forum have gathered an average of 200 participants and had the duration of 3 days.

The group of organizers is responsible for the structuring of the open consultation, for the consolidation of the agenda and for the invitations of the panelists and moderators.

The hosting organization is responsible for the logistical aspects of the meeting – among them, choosing the venue, facilitating the hosting of participants in hotels, organizing translation, organizing the catering and producing the support and dissemination material for the meeting, in close articulation with the group of organizers. The hosting organization should also prepare and keep updated the event budget proposal.

The budget of the event is built along the preparation for the meeting, and the group of organizers engages in a coordinated effort of fundraising. Part of the budget is already guaranteed in the beginning of the process, but the total amount of resources available for the meeting is provisional – this leads to the need of a common commitment among all the organizations involved in the process to make decisions based on the optimization of available resources. The host organization is expected, therefore, for engaging in this process with this perspective of making the most effective use of financial and human assets.

  1. Tasks to be accomplished
  • Develop a budget projection.
  • Work with the organizers in the election of the venue of the meeting.
  • Search for possible local funding sources and partnerships for supporting the event and making contacts in this regard.
  • Liaise with hotels near to the venue to negotiate hosting packages for the accommodation of participants.
  • Assist participants in the visa application process by preparing invitation letters and offering all the necessary information for the application process.
  • Contract catering services; rent equipment; contract translating facilities and services; buy or rent office materials, master of ceremonies.
  • Coordinate the graphic production (printing) of support and dissemination material.
  • Supervise the logistics before and during the meeting.
  • Present a detailed accountability of expenditures and a report of activities after the event.

The hosting organization is expected to appoint a focal point or team leader who should interact regularly with the group of organizers and participate in coordination and planning meetings regularly.

  1. Requisites
  • The host organization should be formally registered accordingly to any country’s legislation of Latin America and the Caribbean.
  • The host organization should be prepared to exceptionally deal with the direct transfer of resources by the funder to contracted services or other beneficiaries – such as scholarships, per diems, etc. -, according to the funders’ and the organizers’ designations.
  • The host organization should have a proven experience in organizing events and working with different stakeholders (governments; civil society organizations; private sector).
  • The host organization should have a proven familiarity with the issue of internet governance.
  1. How to submit a proposal

Interested organizations should submit the following, no later than March 8th, 2019:

  • A letter of expression of interest and a description of your qualifications (or the qualifications of the team of consultants) and how the tasks described above would be carried out. The letter should include:
  • A resume of the team leader who would be involved in the project.
  • Organizational website, emails, address and phone numbers.
  • Names and contacts of three organizations that can provide references, if needed.
  • Presenting an itemized budget of the expenses for the event in US dollars. Once the venue is confirmed, the Secretaria may request adjustments to this document.
  • A firm estimate of fees to be charged for organizing the event.

Important dates

Interviews with finalists will be held from March 11 to 29, 2019.

Consult here -insertar link para descargar pdf- the requirements to host the LACIGF.

The proposals must be completed in the following form.

Applications will be accepted until March 8, 2019.

If you would like further information or if you have any questions, please contact the LACIGF Secretaria: secretaria@lacigf.org.