Terms of Reference (ToR) for User Experience Research on Civicus In-Person Events and Travel
- CIVICUS Overview
CIVICUS is an international alliance of members and partners that forms an influential network of organisations at local, national, regional, and international levels. The network spans the spectrum of civil society, including civil society networks and organisations, trade unions, faith-based networks, professional associations, nongovernmental organisations (NGO) capacity development organisations, philanthropic foundations and other funding bodies, businesses, and social responsibility programs.
- Background
CIVICUS hosts workshops, seminars, conferences, and retreats on a regular basis, bringing together a broad diversity of stakeholders from all over the world. Although CIVICUS counts with comprehensive travel policies and guidelines, there is a need to standardise and enhance the overall travel and in-person event experience.
CIVICUS is currently - reviewing its’ In-Person Events and Travel Guidelines as part of our dedication to improving efficiency and inclusivity and making sure our processes are connected across clusters and related policies. With a focus on cooperation, inclusivity, diversity, sustainability, and accountability—CIVICUS's guiding principles—these standards seek to maximise event planning and implementation, providing a seamless experience for members, partners, and other stakeholders that engage with CIVICUS’ events.
In order to facilitate this endeavour, CIVICUS aims to collect valuable insights from its staff, partners, and members through comprehensive user experience research. This research will guide the enhancement of CIVICUS’ travel and in-person guidelines and principles, to ensure that they fulfil the various needs of each participant.
- Objective
CIVICUS seeks an external expert or team of experts to conduct a comprehensive User Experience Research. This research aims to inform and facilitate the optimisation of the organisation’s in-person events and travel guidelines, enhancing efficiency, inclusivity, and overall participant experience.
- Scope of Work
- Organizational Experience Analysis: Review and analyse existing travel and event guidelines, identifying gaps and areas for improvement.
- Conduct qualitative and quantitative research with CIVICUS members, partners, and staff to capture their experiences with in-person events and travel.
- User Experience Survey: Design and administer a survey to evaluate the travel and event experiences of CIVICUS staff and participants across different geographies and roles. Focus on areas such as logistics, inclusivity, health and safety, agenda and content, and overall satisfaction.
- In-Person and/or Virtual Interviews and Focus Groups: Facilitate interviews and focus groups with key stakeholders to gather in-depth insights and feedback.
- Address specific challenges related to travel logistics, cultural differences, and event planning.
- Research Documentation: Compile a report summarising the research findings, including actionable recommendations for enhancing the travel and event guidelines.
- Develop a draft User Experience research report for review and adoption by CIVICUS.
Deliverables
Deliverables include:
- Comprehensive analysis of current travel and event practices.
- Findings from the User Experience Survey and stakeholder interviews.
- Facilitated focus group sessions and their outcomes.
- Draft User Experience Research Report and accompanying report.
- Timeframe and Budget
Proposals will be evaluated based on cost-effectiveness, value for money, and alignment with the scope of work. The consultant is expected to begin work in September 2024, with all deliverables completed by 31st October 2024
- September-October 2024: Conduct User Experience Survey and stakeholder interviews, facilitate focus group sessions and analyse results
- October 2024: Submit documented reflections and draft User Experience Strategy
- Consultant Specifications
The consultant(s) should possess the following qualifications:
- Strong UX Research background and Analytical Skills: The consultant should be adept at conducting specific UX research, as well as qualitative and quantitative research, including stakeholder interviews, surveys, and data analysis, to gather and interpret insights effectively, particularly in the non-profit or civil society sector.
- Ability to analyse and synthesise complex data into actionable recommendations.
- Significant experience and expertise in developing and implementing user experience research, particularly in the context of event management, travel logistics, and stakeholder engagement within the non-profit or civil society sectors.
- Experience with Inclusivity and Accessibility Practices: The consultant should have expertise in designing events and travel processes that are inclusive and accessible to diverse groups, considering factors like cultural differences, language barriers, and physical accessibility.
- Strong facilitation skills for diverse groups.
- Familiarity with the global civil society landscape.
- Expressions of Interest
Interested consultants should submit the following:
- Company Profile: Overview of the company, qualifications, and relevant experience.
- Technical Proposal: Detailed description of the proposed approach and methodology.
- Implementation Plan: Step-by-step plan with timelines and milestones.
- Cost Proposal: Detailed budget including all costs associated with the project.
- References: Examples of previous similar projects and client references.
Evaluation Criteria
Proposals will be evaluated based on:
- Alignment with the ToR requirements.
- Quality and feasibility of the proposed approach.
- Consultant’s experience and qualifications.
- Cost-effectiveness.
- Feedback from references.
Please email Statements of Interest to inserting “User Experience Research on In-Person Events and Travel Guidelines” in the subject line by October 15th, 2024