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Request for Proposal The 18th World Conference on Tobacco or Health – Abstract, Session & Scholarship Management. Background

The International Union Against Tuberculosis and Lung Disease (The Union) is calling for offers from providers of online abstract, session, and scholarship management for the 18th World Conference on Tobacco or Health (WCTOH), which will be held in Dublin, Ireland, from 9 to 11 March 2021 under the theme ‘Navigating change: leading with impact. WCTOH is the leading global event for sharing best practices in tobacco control from more than 100 countries; and for inspiring more than 2,000 delegates to turn research into actions for policy change. With eight million preventable deaths each year caused by the marketing and interference tactics of the tobacco industry, the conference will examine successful interventions for navigating a changing global and national landscape. The multi-disciplinary and interactive programme will transform the debate over challenges by showing how best practices can be used for reaching health and development goals while at same time protecting policy gains from tobacco industry interference and protecting the human right to health. This conference is organised by a joint collaboration of three key partners, among which is The Union, that serves as the conference secretariat and is responsible for the conference management. In the below, we will refer to The Union as ‘Conference Secretariat’ or ‘Secretariat’. We are seeking a provider accustomed to large and international conferences with a professional team who can adapt to change, work under pressure, and deliver on time. English is the official conference language. To know more about the previous WCTOH edition, please visit: https://capetown.wctoh.org Key Dates and Information Activity Date

RFP Release 29 January 2020

Bidder’s Questions 29 – 31 January 2020

Proposal Submission Deadline 7 February 2020 (6 pm CET)

Estimated Decision Date 11 February 2020

Abstract and Session Online Submission 09 March – 12 June 2020

Online Reviewing and Selection Period June – August 2020

Programme Online Publishing September 2020

Scholarship application Online Submission September 2020

Late Breaker Abstract Online Submission 13 – 20 November 2020

An abstract or session is submitted under a scientific track, which can be considered as an area of expertise, defined by the Scientific Committee. To date, we count for 8 scientific tracks to stir to 18th WCTOH; this would further impact the reviewing process, session allocation, and user interface. The estimated total number of submitted abstracts is 1600. The conference programme will include 100 sessions of which 90 will be abstract driven. Session types include plenary, symposium, oral, poster, and e-poster. We expect to have up to 9 simultaneous sessions per time slot. The estimated total number of scholarship applications is 500 of which 100 will be granted. Requirements Heading Description

1. General

1.1 Tasks and Responsibilities

On behalf of the 18th World Conference on Tobacco or Health, the supplier will manage the online abstract and session management system and process, the scholarship submission, the reviewing process, ePoster management, and the online programme publishing. This would include the following items:

• Training the Conference Secretariat team on the use of the system, if required (up to 15 hours of training).

● Setting up, running, and managing the complete branded and user-friendly abstract and session management system, including submission, reviewing, notification, invitation, speaker & chair conference attendance confirmation, and reporting.

● Scholarship submission, reviewing, notification, and reporting. ● Providing a fully branded, user friendly, and interactive online

programme. ● Providing online software and systems to facilitate abstract and

session management processes. This would include giving full back office system access to the Conference Secretariat team (super-users) and some selected committee members. The Secretariat team should also be able to access the different platforms even after they are closed for the general public.

● Form a dedicated team to communicate with abstract and sessions submitters, reviewers, sessions coordinators, chair, and scholars. This would include bulk communication, individual emails and queries, and certificate of attendance.

● The abstract and session management tools must be accessible via different web browsers and mobile device systems (smartphones and tablets).

The operating language is English (UK).

1.2 Reporting The Conference Secretariat team expects to have secure login credentials to access online real time custom reports of submission, reviewing, notification and invitation statuses. Reports should be available 24/7 and accessible from different web browsers.

The reports should be downloadable in an editable file format such as Excel spreadsheet, Word document, or PDF. In addition to that, the provider’s dedicated project team should be able to deliver weekly statistics depending on the project milestones and deliverables. A detailed statistics requirement will be defined and provided by the Secretariat. Below a list of the expected online downloadable reports:

- All data report, - Custom reports, - Submitter demographics (gender, country of origin, WHO

region) per track and per session type, - Cancelled abstract submission (a list of cancelled or withdrawn

abstracts), - Reviewers score attribution in an Excel format, - PDF of abstracts sorted per track and reviewers score, - PDF of abstracts sorted per session type, per session type and

reviewers score, - Presenting authors per session and per invitation status, - Individual reports of speakers or chairs attribution per session, - Full programme word document with the possibility of

including/excluding chair/coordinator/speaker details, - Reports on conflict of speakers in an excel format (for example:

speakers assigned to two sessions at the same time) or sessions overlap,

- A programme at a glance Excel document including day, time, room and session name,

- Webstats Excel report, - An alphabetical order index of all the programme contributors

(chairs, speakers, coordinators, moderators).

This list is not exhaustive, some other type of reports may be requested, if needed. Following of the conference end date, the supplier is requested to turn in a post-conference report with all the final data and to take part in a debrief session on process implementation and improvement.

1.3 Planning and Monitoring

The service provider, in collaboration with the Conference Secretariat, is expected to provide a project timeline for abstract and scholarship management and programme online publishing. This timeline should take into consideration the project’s key dates and should include the data required from the Secretariat with matching deadlines and the email communication templates and schedule. The reports listed in section 1.2 are essential and help the Secretariat in monitoring the process before, during and after the event. They should all be shared in a secure way and in compliance with GDPR (via shared drive, FTP server or password protected files).

1.4 Confidentiality The service provider and his partners agree not to discuss any information disclosed within this document to any third party without prior written approval from the organiser.

2. Programme Team

2.1 The Programme Management Team

The provider is expected to assign an account manager with an experience in developing scientific programmes and an extensive understanding of the processes and the objectives of WCTOH. This person will be the main contact for the Secretariat and should be a proactive individual, able to manage the scientific programme and timeline, attend meetings if requested, and provide reports as per section 1.3. The account manager should be supported by a dedicated team in charge of managing the abstract and scholarship submission, the reviewing and selection process, and building and publishing the online programme. This team will also be responsible for all the communication with the submitters, reviewers, speakers, and chairs via email and/or phone. In case a follow up call to a submitter or author is required, the staff managing phone-based communication should be experienced in event and programme management to be able to manage all queries appropriately.

2.2 Email and Queries

All email communications should be managed using a dedicated email address for the 18th WCTOH. Response to queries is expected within 24-hours by a member of the programme management team.

2.3 Staffing The supplier should ensure a staffed programme management team at all times. Increasing the number of staff during peak times is advised. The team should have a full professional proficiency in English.

3. Abstract and Session System Requirements

3.1 General The supplier should provide a full use of in-house event management systems to manage online abstract and session submission, abstract and session reviewing and programme management of the abstract driven sessions and non-abstract driven sessions (including special sessions, plenaries, special symposia etc). The system should be fully in English (UK).

3.2 Online form requirements

The online forms should allow branding and customisation and should be integrated seamlessly to the WCTOH website (www.wctoh.org ), incorporating all requirements where possible. The supplier will work, in collaboration with The Union’s Communications team, to produce a coherent platform with the look and feel of the 18th WCTOH brand and a seamless user experience from the conference website to the submission’s platform. This includes integrating the submission form into the conference single sign-in profile or website, and having a fully customised form

(banners, font, size of the font, page layout, the support text, headers and boxes text, button text). Branding and skinning will be signed off by The Union Communication Team, therefore, sufficient time should be given for this process before the system launch. The abstract submission form should include: • Submitter’s demographics (if not included in single sign in) and contact

details, • Category of the abstract (scientific research or public health practice), • The preferred type of presentation: oral or poster and E-poster

presentation, • Submission into tracks, possibly sub-tracks or categories (to be defined by

the Scientific Committee of the Conference), • Title, • Body (in two different formats and including word count), • Tables and Figures, • Authors and Institutions (include a specific field for the presenting author), • Conflict of Interest/ Previously presented/ Young Researcher or other, • Action Buttons: Cancel, Save, or Submit, • Pop up window with ‘Thank you’ Message, • An automated email of confirmation of abstract submission. The session submission form should include: • Submitters demographics (if not included in single sign in) and contact

details, • Submission into tracks, possibly sub-tracks or categories, • Submission by session type (full oral session, rapid fire, or symposium).

Other types of sessions should be only accessible to the super-users (plenary sessions, commercial sessions etc.). Each session type will have its own set of fields,

• Session title, • Session outline, • Proposed speakers with titles of presentations, • Speaker’s bio (100-150 words), • A synopsis of the presentation (150 words), • Back-up speaker, • Session coordinators and/or chairs (up to two) and their institutions, • Conflict of Interest/ Previously presented or other, • Action Buttons: Cancel, Save, or Submit, • Pop up window with ‘Thank you’ Message, • An automated email of confirmation of session submission.

Both forms should have a limited number of characters, this will be specified by the Secretariat and shown in the word count. The supplier should guarantee that the processes are GDPR compliant and the privacy policy and terms should be signed off and agreed upon with the Conference Secretariat before being displayed to the users.

3.3 System capacity The system should be designed for large-scale data loading and should not show any noticeable performance reduction during the peak load. Server load-balancing will be employed as needed.

3.4 Bandwidth The provider’s system should be hosted in a dedicated, state of the art hosting centre, providing guaranteed bandwidth which can be expanded and contracted as needed on very short notice.

3.5 Backups All data shall be backed up daily and as a further precaution an hourly transaction log is saved directly on the server to ensure data integrity at all times.

3.6 Hosting and Maintenance

All data should be stored at the supplier ‘s dedicated data centre and held with the data protection act.

3.7 System Availability

All systems shall be available 24 hours a day with a guaranteed-up time of 99.9%.

3.8 Bug reporting An online helpdesk system should be available for the Secretariat to report any suspected errors, bugs or any other questions regarding the system setup and usage. The bug can also be reported directly to the account manager.

3.9 Post-conference Follow-up

All post conference queries and communication from session and abstract submitters should be handled for a guaranteed 10-week period post end event date.

4. Abstract and Session Management Process

4.1 Communication with submitters, speakers, and chairs

The Programme Management Team will handle the communication process with abstract and session submitters, speakers, and chairs via email and/or phone. Any unusual queries should be raised with the Secretariat and responded to accordingly. The team is requested to prepare a process-based FAQ (for submission, reviewing, etc), which will be signed-off by the Secretariat and used to standardise answers and ensure high quality support service. Statistics regarding the number of queries received per day per topic will be requested. As mentioned in section 1.3, the team will have to prepare email templates and set a communication schedule. The Secretariat team should be given access to the email module, upon request, to create email templates and manage the bulk communication with various target groups.

4.2 Communication The system should include a communication module allowing to create and send HTML templates based on various assigned speakers’ categories, tracks, and sessions. The module should have a history log of message sent and allow links and document attachment. This module will be entirely managed by the supplier; however, the Conference Secretariat team needs to be trained and have access to it.

4.3 Reminders The email template reminders should be sent directly from the system and should figure on the history log. Those email shots should be included in the communication schedule mentioned in section 4.1.

4.4 Withdrawals Any withdrawn abstract, session, or speaker will be marked accordingly, and the system should ensure that this withdraw is removed from the process accordingly.

4.5 Records of Changes

The system should register and track changes, throughout the process, made to each record. Changes should be tracked not only prior to the conference date but also onsite during the conference.

4.6 Submission Reports

The Conference Secretariat team requires unique secure login credentials to access online real time custom reports of submission, reviewing, notification and invitation statuses. Reports should be available 24/7 and accessible from different web browsers.

5. Reviewers

5.1 Reviewer Selection and Nomination

Reviewers are nominated per track by the Scientific and Track committee members. The list of reviewers will be provided by the Secretariat to be uploaded on the online reviewing platform. Each reviewer will be invited to take part in the reviewing process and will be required to fill-in an online form to register him/her as a reviewer or decline the invitation. This is to avoid having a third party filling this data. A new reviewer can be added at any time, either through the back office or through a front office nomination system where reviewers can nominate others by adding the person’s name, email, institution, area of expertise, and track.

5.2 Reviewers Attribution

The reviewing system needs to allow an allocation of a certain number of abstracts to reviewers according to the track and session type. One abstract should be scored by at least 3 reviewers. The system should allow a tracking of the reviewer activity, reassignment of the abstract for back-up reviewing in case it’s still not scored, calculation of scores (averages, means, and standard deviation), and sorting abstracts per scores etc.

5.3 Communication The system should include a communication module allowing to create and send HTML templates to reviewers. The module should have a history log of message sent and allow links and document attachment. This module will be entirely managed by the supplier; however, the Conference Secretariat team needs to be trained and have access to it.

5.4 Reviewer Nomination Reports

The reports need to reflect the invitation status of reviewers per track, the abstract assignment, and the reviewing activity. They should be available 24/7 and accessible from different web browsers.

6. Abstract Reviewing Process

6.1 Allocation of Abstracts to Reviewers

The system will automatically allocate abstracts to reviewers based on the reviewer’s chosen scientific tracks (abstract/session categories). Before the automatic allocation, the system will be set with the maximum and minimum number of abstracts allowed per reviewer. Following the assignment, the Secretariat can easily view and amend manually the allocations on an individual basis at any time throughout the reviewing process.

6.2 Definition of Score Criteria

Any number of scoring criteria can be setup within the system. The scoring criteria can be both alpha and text based and should include options such as ‘unable to review’, ‘add a comprehensive comment’, and ‘add a note’ for each abstract. Any abstract marked ‘unable to review’ can be tracked and assigned to another reviewer to complete the process.

6.3 Personal Review Page

Each reviewer will have an account to his/her ‘personal review page’ (page or dashboard). Once on the page the reviewer can choose to either read, review and score the abstract online or print copies of the abstract details for offline reviewing, or enter the scores online. They will also have the score submission deadline.

6.4 Add/Change Scores Manually

All scores entered can be reviewed and changed manually by the system administrator. In case the reviewer is unable to enter the scores online, a Secretariat member should be able to complete this task using the admin tools.

6.5 Reminder Administrators are able to send emails to reviewers throughout the process reminding them to complete their reviews before the deadline. Reviewers who have not completed the review process are tracked and flagged in the system so that they can easily be identified. An unlimited number of reminders can be sent to reviewers.

6.6 Review System Reports

The Conference Secretariat team requires unique secure login credentials to access online real time reports containing all score breakdowns and analysis. Reports should be available 24/7 and accessible from different web browsers.

7. Programme Design Process

7.1 Overview The Conference programme is composed of both abstract sessions and non-abstract driven sessions such as opening and closing sessions, plenaries, commercial symposium, breaks, and others. Therefore, the online programme system construction should not only allow the usage of the submitted sessions but also the creation of new distinct ones. Each session will have a description with the following key information: session type, date, time, room, chairperson, co-chair, outline, etc.

7.2 Abstract and Session Numbering

The numbering method should be flexible for both sessions and abstracts, allowing the programme to be numbered in different ways, for example, numbering by presentation type, track, category or other.

7.3 Change of Abstract Status

A status system is required to manage abstracts throughout the entire process from submission to acceptance. A complex system of status can be added to help change the abstract status from, for example, ‘submitted’ to ‘rejected’, or ‘accepted’, or ‘withdrawn’ etc. A ‘backup status’ can also be added as a second status to the abstract.

7.4 Scheduling Sessions

Once all accepted abstracts are selected, they can be scheduled on the available presentation slots within the created programme. Each abstract will be defined by key information such as presentation start and end time, date and abstract reference number. The provided system should have the ability to create an unlimited number of sessions, sessions slots, and sessions rooms. Also, the system should allow session rescheduling and alert when, for example, a chair or a speaker have overlapping sessions.

7.5 Email Notification of Acceptance/ Rejection

Once the reviewing process is complete and the final programme is set, the administrators should send a personalised email notification to all submitters regarding the status of their abstract. The email templates should be signed off by the Conference Secretariat and should include information relevant to the submitted abstract such as abstract title and scheduled session details.

7.6 Invitation of Chairpersons

All session chairpersons and co-chairs should be added to their assigned sessions. The session chairs should receive any relevant information regarding the programme planning process and assigned session. The system needs to allow both, mass emailing and individual chair emailing.

7.7 Document Upload

The system needs to allow the upload of heavy sized document, such as PowerPoint presentations. Onsite, around 800 slides will need to be uploaded on daily basis and available for the audience via the online programme and/or mobile application.

7.8 The Online Programme

The online programme, available for the general public, must be branded and will need to include all information requested by the organiser. One of the requests would be to include a brandable, user-friendly tool to personalise an itinerary and create a personal list of favourite tracks, sessions, speakers etc. The online programme needs to offer several programme view types (grid or list) and filtering (by track or session type etc). The Conference Secretariat must be able to specify the look of the online programme, including the skinning, fonts, colours, images, and links.

8. The Scientific Programme Selection Meeting – August 2020

8.1 Reports For this meeting preparation, the supplier will be asked to provide some reports and other required materials such as the abstracts sorted per session type, and per session type and reviewers score.

8.2 Selection Meeting Attendance

Upon request, up to two members from the programme management team will be asked to attend the programme selection meeting. Their role, at the selection meeting, will be to build up the final Conference programme as instructed by the Committee members. This includes ensuring that all abstracts and sessions are entered and scheduled correctly. They should be able to provide technical and system support in case of a system glitch or failure.

9. Administration of Non-Abstract Driven Sessions

9.1 Web interface for Administration of Non-abstract Driven Sessions

Any non-abstract driven sessions should be created and managed in the same way an abstract driven session is. The system should provide the flexibility to create sessions, for different purposes, ensuring that all programme information is contained within the system. It should also allow the merge of up to three sessions, in case some accepted sessions share common features: same track, perspective, audience etc.

10. Proofreading and Publication

10.1 Proofreading The supplier might be requested to proofread all accepted abstracts. This would go on a separate quotation.

10.2 Publication The supplier should provide all materials required for the publication of the abstract book directly to third parties as directed by the Secretariat.

10.3 Contributor Index and Session Files

The supplier should provide all materials required for the publication of the final abstract book and programme, including contributors’ index as directed by the Secretariat.

10.4 Database Transfer

All abstract and non-abstract driven data need to be accessible and downloadable at any point throughout the process. A download interface should be included in the system, giving the Secretariat direct access to data for offline backup and review. The supplier must provide the facility to share all necessary data with mobile application and registration supplier, ideally through an API. However, if an API is not available, the supplier needs to guarantee at least two data pushes per day during the conference dates to the mobile app provider, this is to ensure an up to date application.

11. Scholarship Application Process

11.1 General Information

This section presents general information regarding the scholarship application process. We expect to receive around 500 scholarship applications of which 100 will be granted following an online reviewing process. There will be two categories of scholarships applications:

• Application for a conference registration fee waiver for affected communities / community volunteers.

• Application for a full scholarship for accepted speakers and authors of accepted abstract or session, which would include transportation and/or accommodation and/or conference registration fee.

The scholarship application platform is scheduled to open in September 2020, once the programme is published online.

- The Secretariat will provide the submission guidelines, - An automated confirmation email should be sent to the applicants

once the request is submitted, - The Secretariat should have access to the front and back office at all

times, - The system should provide reports and statistics (excel sheet with all

the data), - The platform needs to follow the 18th WCTOH brand including

conference banner, font, colours, and wording.

11.2 Forms The forms for both types of the applications should include:

- Free text fields to insert demographics, - Tick boxes for one and multiple choices questions, - Open text box for adding the motivation essay, - Multiple attachments upload in jpg or pdf formats for documents such

as ID, letters of support, photo, or others. - Below in sections 11.3 and 11.4 you will find the description of both

processes for scholarship application.

11.3 Affected Communities/ Community Volunteers Application

As mentioned previously, the affected communities / community volunteers can apply to a conference registration fee waiver. Priority will be given to individuals from low- and middle-income countries, as will those who are presenting at the conference. The application should request the below information:

a. Demographics: - Frist name* - Last name* - Gender* - Qualification/Degree(s) - Job title - Organisation*

- Institute - Address* - City* - State - Country of residence* - Postal code - Email* - Mobile

*marks required fields.

b. Application information (all fields below are required): - Field to which your work is relevant: tick boxes, multiple choices are

possible (Human Rights, Global Health, Tobacco Control, or Adult and Child Lung Health).

- Country of work: drop down menu (list of countries). - Accepted Abstract or Session Reference (Field to be confirmed). - Upload your letter of motivation. - Upload your letter of support from a peer. - Upload your letter of support from supervisor/supporting institution - I agree to: (tick box). 1. Contact the home country's embassy about travel requirements to the

conference host country and make arrangements necessary for securing my visa.

2. Ensure I have a valid passport, which includes validity for at least six months after the return travel date and adequate number of pages for entering the country where the conference will be held.

3. Contribute to the conference programme. 4. Provide the Conference Secretariat Communications team - within 2

months of the conference end date - a letter of 500 words or more describing what was learnt at the conference, and/or how knowledge was disseminated at country level and/or community level.

5. Notify the Conference Secretariat immediately if I fail to secure my visa or funds for the trip.

- Have you received a grant or a partial grant from the World Conference on Tobacco or Health Secretariat in the past? Yes/No

- Submit the request.

11.4 Accepted Speakers and Authors of Accepted Abstracts Application

As mentioned previously, accepted speakers and authors of accepted abstract or session can be granted a full scholarship which would include transportation and/or accommodation and/or conference registration fee. The application should request the below information:

a. Demographics: - First name* - Last name* - Gender*

- Qualification/Degree(s) - Job title - Organisation* - Institute - Address* - City* - State - Country of residence* - Postal code - Email* - Mobile

*marks all required fields.

b. Application information (all the fields below are required*) - Occupation: drop down menu (Academic, Economist, Journalist,

Physician, Programme Manager, Public Health Worker, Researcher, Student, Other please specify).

- Affected community/Community volunteer: Yes/No. - Accepted Abstract or Session Reference (The system should be able

to validate this information or alert for error). - Field to which your work is relevant: (Human Rights, Global Health,

Tobacco Control, or Adult and Child Lung Health) Tick boxes, multiple choices are possible.

- Country of work: drop down menu (list of countries). - Tick box: Full scholarship request OR Partial scholarship request.

If partial scholarship is selected, drop-down menus will appear:

1. Priority 1* (Conference registration fees OR Transportation costs OR Hotel accommodation)

2. Priority 2* (Conference registration fees OR Transportation costs OR Hotel accommodation)

3. Priority 3* 4. Conference registration fees OR Transportation costs OR Hotel

accommodation)

- What other resources do you have to attend the conference? Please explain what the partial funding will cover to attend the conference. Text box (Maximum number of characters is 150)

- If Student is selected as “Occupation”: Upload a proof of studies enrolment (Student ID/certificate).

- Upload your letter of motivation. - Upload your letter of support from a peer. - Upload your letter of support from supervisor/supporting institution - I agree to: (one tick box) 1. Communicate with the Conference Secretariat’s to coordinate travel

arrangements in case transportation cost is covered.

2. Contact the home country's embassy about travel requirements to the conference host country and make arrangements necessary for securing my visa.

3. Ensure I have a valid passport, which includes validity for at least six months after the return travel date and adequate number of pages for entering the country where the conference will be held.

4. Meet with the Conference Secretariat Communications team for an interview about the topic of your presentation.

- Have you received a grant or a partial grant from the World Conference on Tobacco or Health Secretariat in the past? Yes/No

- (One tick box) I further attest to the accuracy of my statement regarding other funding available to support my travel, and that all travel award funds provided by the WCTOH Conference Secretariat will be used to support my travel, hotel accommodation and/or registration fees directly associated with my participation at 18th World Conference on Lung Health.

- Submit the request.

11.5 Reviewing Process

The reviewing of scholarship application will be online and will use a platform similar to the one used for abstracts and session reviewing. Meaning that a list of reviewers will be shared with the provider to be uploaded on the system and a certain number of applications will be assigned to reviewer.

One application should be scored by 2-3 reviewers (to be defined).

The system should allow a tracking of the reviewer activity, reassignment of the application for back-up reviewing in case it’s still not scored, automatic scoring based on predefined criteria (section 11.6), calculation of scores (averages, means, and standard deviation), and sorting application per scores etc.

11.6 Scoring Criteria The scoring criteria will follow the below model but are subject to change:

Application for conference registration waiver

- Letter of motivation: /3 points (Attributed by reviewers). - Submitted an abstract to the conference: /1 point (Pre-populated). - Accepted abstract: /1 point (Pre-populated if the abstract is

accepted). - Two letters of support: /1 (Pre-populated). - Geographic: 1 point for low and lower middle-income countries, 0.5

for upper-middle income countries and 0 for high income countries (Pre-populated).

- Total score: 7

Application for a scholarship

- Letter of motivation: /3 points (Attributed by reviewers). - Two letters of support: /1 points (Pre-populated). - Geographic: 2 points for low and lower middle-income countries, 1

point for upper-middle income countries and 0 for high income countries (Pre-populated).

- Type of participant: 4 for Oral abstract authors, 3 for symposia speakers, 2 for E-Posters and Posters (Pre-populated).

- Currently enrolled student, with proof of registration from his/her university: /1 point (Pre-populated).

- The ability to demonstrate partial funding: /1 (Will be populated by the Secretariat).

- Total score: 12.

11.7 Communication The system should include a communication module allowing to create and send HTML templates to reviewers. The module should have a history log of message sent and allow links and document attachment. This module will be entirely managed by the supplier; however, the Conference Secretariat team needs to be trained and have access to it.

11.8 Reports The reports need to reflect the application assignment, the reviewing activity, and scoring. They should be available 24/7 and accessible from different web browsers.

Proposal The process will follow the below timeline: Activity Date

RFP Release 29 January 2020

Queries and Questions during RFP period* 29 – 31 January 2020

Proposal Submission Deadline 7 February 2020 (6 pm CET)

Estimated Decision Date 11 February 2020

Estimated Contracting and Agreement Date 14 February 2020 *Proposers are to direct any queries and questions regarding the RFP by email to secretariat@wctoh.org between 29 and 31 January 2019. Proposals should be submitted no later than 7 February 2020, 6 pm (CET) by email to secretariat@wctoh.org with the following email heading subject: RFP- Abstract & Scholarship Management - Proposer’s Name. All relevant correspondence and documents should be in English only. Electronic documents should be submitted in PDF format. The proposal should comprise two separate parts, namely the Technical Proposal and the Financial Proposal. The Technical proposal should not contain any price or cost information but rather all information needed for The Union to evaluate the proposal including:

- Executive summary, - Description of the proposer’s qualifications and experience with reference to three similar

projects (within the last 3 years), - Fill the Requirements Verification Form (Appendix 1) to ensure the supplier’s understanding

of the above-mentioned requirements and strengths of the proposed approach, - A description of the proposed approach including timeline to match the project’s deliverables

and milestones and a presentation of the system interfaces to be used, - A description of the proposed project team structure, role, and reporting relationship.

The financial proposal should include the period of validity of the bid, cover all the goods and services to be provided and list the proposed schedule of payments. This would include travel and Per Diem costs (note that The Union’s travel policy is to cover and reimburse air tickets in Economy Class using the most direct route available) and other costs, if any (indicating nature and breakdown). The schedule of payment should be split into a 60% of the total amount divided and received before the event and 40% divided and received after the event end date. Itemised elements should include:

- Price per feature, - Price per abstract, - Price per session, - Price per scholar, - Development and programme amendments costs.

The supplier’s separate price component must contain an overall detailed quote in EUR.

Proposals must offer services for the total requirements; else they will be rejected. Suppliers will bear all costs associated with the preparation and submission of the proposal including but not limited to the possible cost of discussing the proposal with Conference Secretariat (The Union), making a presentation, negotiating a contract and any relevant travel. The Union will in no case be responsible for or liable for these costs, regardless of the conduct or outcome of the selection process. The Union may, at its own discretion, extend this closing date for the submission of proposals and will notify all bidders that submitted an intention to bid. The Union may, at its own discretion change, extend and limit the requirements listed in this document. Contractual conditions will be only provided upon the awarding of the contract.