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Request for Proposals to Host the Third and Fourth International Conferences on Environmental Peacebuilding

Jan 3, 2022 | Environmental Peacebuilding Association

The Board of Directors of the Environmental Peacebuilding Association® (EnPAx™) hereby requests proposals to host the next two International Conferences on Environmental Peacebuilding. The Third International Conference on Environmental Peacebuilding will be held in 2024 (likely in the second quarter), and the Fourth Conference will be held in 2026.

This RFP provides a brief description of the subject matter, the Association, and the goals for these conferences.  It then sets forth the criteria and process for selecting the hosts and sites, as well as the respective roles and responsibilities.

Outline

  • Background
    • About environmental peacebuilding
    • About EnPAx
    • About the International Conference on Environmental Peacebuilding
  • The Third and Fourth Conferences
  • Roles and Responsibilities
    • Benefits of Hosting
    • Host Roles and Responsibilities
    • EnPAx Roles and Responsibilities
  • Proposal Requirements
  • Timeline
  • Further Questions

1. Background

About Environmental Peacebuilding

Environmental peacebuilding is a new field of practice and research that integrates the environment and natural resources into conflict prevention, mitigation, resolution, and recovery. Disputes over inequitable distribution of land and other natural resources have contributed to wars in Colombia, Guatemala, Nepal, and other countries. Grievances over inequitable benefit sharing from oil and gas development have driven conflicts in Sudan/Southern Sudan, Iraq/Kurdistan, and Indonesia/Aceh, among other countries.  Natural resources—from diamonds to timber to coca to cacao—have helped to finance rebels in more than 35 wars.  The environment is often a silent casualty of conflict due to deliberate targeting, short-term coping strategies, and governance failures.  Shared interests around natural resources can also bring people together. 

Environmental peacebuilding comprises efforts to prevent environment-related conflicts, to build trust and establish shared identities, to facilitate integration between conflict parties, and to build capabilities for resilient and sustainable livelihoods.

About EnPAx

Since 2018, the Environmental Peacebuilding Association (EnPAx) has been bringing together practitioners, researchers, and decisionmakers who work at the intersection of environment, conflict, and peace. With over 400 members in 68 countries and a Community of Practice of 4,200 members in 150+ countries, EnPAx is building the knowledge base, strengthening capacity, and linking people across the globe. More information about EnPAx and its mission is available here. https://www.environmentalpeacebuilding.org/about/

About the International Conference on Environmental Peacebuilding

The hallmark EnPAx event is our biennial International Conference on Environmental Peacebuilding.  The conference is the preeminent international event dedicated to bringing together practitioners, researchers, and decisionmakers working on environment conflict and peace. It showcases leading-edge thought and lessons learned on the policies, strategies, and tactics which support conflict prevention, mitigation, resolution, and recovery. In addition to knowledge exchange, the conference emphasizes networking, collaboration, and fellowship.

EnPAx convened the First Conference at the University of California, Irvine on October 23-25, 2019.  240 people from 40 countries participated.  The First Conference included a ½ day of trainings, 2 ½ days of events, a Gala, and a poster session and evening reception.  The Conference featured special themes around Colombia and technology and innovation. In addition to presentations and roundtables, the Conference featured a photographic exhibition, a resume review workshop, networking lunches, and a preview of a documentary movie. More information on the First Conference, including the agenda and sponsors is available at https://www.environmentalpeacebuilding.org/conferences/2019-conference/.

On February 1-4, 2022, EnPAx and the Graduate Institute of International and Development Studies and EnPAx will convene the Second International Conference at the Graduate Institute. Originally planned to be held at the Graduate Institute in Geneva, Switzerland, the conference is being reformatted to be virtual, engaging more than 1,000 people online. The Second Conference will focus on the following themes: Climate Change, Business & Markets, Building the Evidence Base, Public Health, and Rights & Justice.  More information on the Second Conference, including the draft agenda and a growing list of sponsors is available at https://www.environmentalpeacebuilding.org/conferences/2nd-international-conference-on-environmental-peacebuilding/.

2. Details of the Third and Fourth Conferences 

The Third International Conference on Environmental Peacebuilding will be held in 2024.  It is anticipated that approximately 400 people will participate in person, with an additional 1,000 people participating online.

The Fourth Conference will be held in 2026. It is anticipated that 600-800 people will participate in person, with an additional 1,000 people participating online.

As a general matter, participants cover their own costs for travel and accommodation. EnPAx is committed to ensuring diversity at its Conferences, and undertakes a range of fundraising efforts to bring people from developing countries as well as young professionals.

Dates 

EnPAx anticipates holding the Third and Fourth Conferences in June, after university terms conclude and before people start traveling for research and vacation. It is expected that the Third Conference will last for 3 consecutive days (perhaps 3.5 days), and the Fourth Conference will last for 3-4 days. The specific dates, though, are open to negotiation with the host, and may entail convening in another month. The scheduling of the Conferences should take into consideration the expected timing of other significant conferences, any significant holidays, and other global events.

Venue 

The Conference will take place at a high-quality conference venue, and may well include a university host.

The Conference venue should be convenient for both domestic and international participants.  Ideally, it is near an international airport. 

Depending on the final program, for guidance purposes, space requirements typically include:

  • A plenary conference room that could hold 300-500 persons (for the Third Conference) and 500-800 persons (for the Fourth Conference).
  • Breakout rooms (around 7-10 per session) for parallel sessions to accommodate 25-100 persons
  • Capacity for networking lunches and receptions
  • Display space and equipment for posters
  • Display space and equipment for artistic exhibits (including a photo exhibition)
  • Each Conference will feature an Environmental Peacebuilding Gala, which includes an awards ceremony. As appropriate given the venue, additional social programming will be included.
  •  An office for the conference organizers
  • Meeting room for a full-day meeting of EnPAx Executive Board one day in advance of (or after) the Conference
  • Capacity to stream Conference sessions, including the plenary events and as many of the breakout sessions as possible.
  • Strong wifi capacity, as interpretation is expected to be provided via wifi.

The EnPAx Conference and all related materials must be in English. Additional languages may also be used depending on the participants involved and the interpretation and translation services provided.

Organization 

It is expected that the winning bids to host the Third and Fourth Conferences will include both a host and a substantive local partner.  These may be the same institutions, or they may be separate.  Consortia with multiple hosting partners are encouraged to apply.

It is expected that each Conference will have an Organizing Committee that will include 1-2 senior-level people from the host organization and 2-4 senior-level people from EnPAx, supported by additional people from the respective institutions (see Roles and Responsibilities, below).  Based on preparations for the First and Second Conferences, the Organizing Committee will likely meet once a week for an hour for the year leading up to the Conference. 

It is anticipated that a representative from the host of the Fourth Conference will participate in a reduced capacity in the Organizing Committee for the Third Conference.

3. Roles and Responsibilities

Benefits of Hosting the EnPAx International Conference 

Organizations and cities hosting the EnPAx international conferences can expect substantial short- and long-term returns on their investment.

  • Reputation: The EnPAx international conference is globally recognized event that brings together high-profile experts and leaders from around the world. EnPAx commits to aiding hosts to mobilize the media, international organizations, and the global community to convene a world-class event. The Conference is a unique opportunity to promote domestic expertise in environmental peacebuilding to a global audience, while fostering a broader scientific and policy dialogue on key environmental policy issues.
  • International Leadership: The Conference focuses international attention on the host city and country – in particular, for researchers, universities, think tanks, decisionmakers, private companies, and non-governmental organizations.
  • Networking: The Conferences provide numerous and diverse opportunities for domestic institutions, scholars, and practitioners to foster working relationships with the broader international environmental peacebuilding community.
  • Collaboration: The Conferences facilitates cooperation between domestic and international practitioners, researchers, and decisionmakers. This cooperation and networking fosters new opportunities for advancing projects, policies, and research in environmental peacebuilding.
  • Revenue: The Conference will bring in hundreds of international visitors and numerous in-country participants, benefitting local hotels, restaurants, and other businesses.

Host Roles and Responsibilities 

The Host organization(s) will:

1. Take primary responsibility for the Conference site and logistics. This includes:

  • Taking the lead on securing the venue and interfacing with the venue’s event staff.
  • Drafting and sending letters to support visa applications for international speakers and participants.
  • Supporting participant hotels, including negotiating favorable rates for hotels to be offered in different price categories (with a priority on affordable hotels), and concluding contracts/agreements with hotels.
  • Ensure that the necessary security and personal safety arrangements (including related to public health) are provided for.
  • Implementing press and media interface guided by Conference Organizing Committee, taking the lead on domestic (in-country) media and supporting regional and international outreach.
  • As appropriate, the Host may, upon consultation with the Organizing Committee, organize side events, social events, and/or pre- or post-Conference tours.
  • Where the Host is a consortium, the lead host institution will coordinate with the other host institutions as necessary and appropriate.

2. Provide at least one senior level substantive expert to serve on the Conference Organizing Committee and at least one administrative staff to support the Organizing Committee. Participation in the Organizing Committee includes

  • Participation in weekly calls beginning at least 12 months before the Conference that they will host. Calls are generally 1 hour.
  • Assist in developing the themes for the Conference. The EnPAx Board will approve the final substantive Themes proposed by the Organizing Committee.
  • Support EnPAx in developing and managing the Scientific Committee (to review papers and support the scientific component of the Conference).
  • Assist in identifying and inviting VIPs and keynote speakers.
  • Provide regular guidance regarding development of the Conference agenda, speakers, the Environmental Peacebuilding Gala, and all other features of the Conference.

3. Regarding budgeting and financial control, the lead host organization will:

  • Work with EnPAx to develop a budget for the Conference;
  • Coordinate with EnPAx in raising funding to support the conference both generally and specific aspects (e.g., interpretation, sponsored receptions, breaks, etc.);
  • Monitor expenditures within the approved budget to ensure there is no overrun;
  • Provide advice on insurance needs (for example, covering public liability and abandonment);
  • Ensure compliance with local or national tax law commitments; and
  • Produce final accounts.
  • The responsibility for receiving and managing registration fees and other Conference-related revenues (i.e., by the Host or by EnPAx) shall be subject to negotiation. 

EnPAx Roles and Responsibilities

EnPAx will: 

1. Take primary responsibility for the substantive content of the Conference. This includes:

  • Serve as co-host for each Conference with the selected Host organization(s), and work with the Host to develop a detailed conference management plan.
  • Provide 2-4 senior-level experts to serve on the Conference Organizing Committee, and provide 3-5 people to provide administrative support for the Organizing Committee.
  • Develop and manage the Scientific Committee for the Conference.
  • Develop and manage the call for papers, posters, panels, and other substantive elements of the Conference.
  • Supervise the review of proposed papers, posters, panels, and other substantive elements of the Conference.
  • Manage the ongoing development of the agenda.
  • Prepare and manage the website and brochure to promote the Conference.

2. Support logistics

  • EnPAx will provide substantial in-kind support, including for logistics, to fundraise, to organize and manage the Scientific Committee, and through the Organizing Committee.
  • Interface with the EnPAx membership and the broader Environmental Peacebuilding Community of Practice.
  • Manage promotional material, publicity, publications, and the website for the Conference. Publications typically include (but are not limited to): save-the-date announcements, calls for papers, brochures, the program, and the final report from the Conference. Develop a color scheme, icons, and other graphic elements for the Conference.
  • Oversee registration management, including developing and maintaining a conference registration website and managing on-site registration.  
  • Organize and supervise kit packing and badge production.

3. Regarding budgeting and financial control, the lead host organization will:

  • Work with the Host to develop a budget for the Conference;
  • Coordinate with the Host in raising funding to support the conference both generally and specific aspects (e.g., interpretation, sponsored receptions, breaks, etc.);
  • With the Host, decide the fees for attending the Conference; and
  • Monitor expenditures within the approved budget to ensure there is no overrun.
  • The responsibility for receiving and managing registration fees and other Conference-related revenues (i.e., by the Host or by EnPAx) shall be subject to negotiation. 

4. Proposal Requirements 

Organizations seeking consideration to host either the Third or Fourth International Conference on Environmental Peacebuilding must submit their proposal to conference@environmentalpeacebuilding.org no later than March 31, 2022.

The Proposal should include:

  • A clear indication of which Conference the proposal is for(Third, Fourth, or Either). EnPAx will not hold the Third and Fourth Conferences in the same country.
  • A detailed description of the proposed venue. The proposal should show how the venue meets the requirements set forth in Details of the Third and Fourth Conference, listed above. Where the venue deviates from the enumerated Details above, the proposal should highlight the deviation(s). Are there any particularly interesting options for the venue of the Environmental Peacebuilding Gala?
  • A description of key logistical aspects, including hotels (proximity and price range), food service, travel (international and at the site), visas, and virtual participation. Particular attention should be paid to approaches to include environmental peacebuilding professionals from developing countries.
  • Consideration of the timing of the Conference.  This includes whether the Conference would be 3, 3.5, or 4 days.  If there is a reason to hold the Conference in a month other than June, please explain.
  • A description of the organization(s) that would host the Conference.  The lead organization needs to confirm its willingness to host the Conference (e.g., via a letter from an authorized officer of the organization).  Potential partners in a consortium to host a conference can be listed; the proposal should be clear which partners are confirmed and which are desired (but not yet confirmed).
  • A description of the proposed staffing from the host organization(s).  This should include details of the lead substantive individual(s) from the host(s) and descriptive information on support staff (both from within the lead organization and others).  Support staff may include communications staff (social media, film/photography, …). The description should include the level of effort (LOE) for both substantive and support staff. The First Conference and Second Conference had in-house conference organizers providing support.  For the Third and Fourth Conference, the Hosts may consider using a professional conference organizer (PCO) or a destination management company (DMC), but this is not required.
  • A description of any substantive components for the Conference.  If the Conference is held in your city or country, might that suggest focusing on particular issues? Are there particular organizations or high-profile speakers you would like to engage? Might there be relevant site visits?
  • A working budget for the Conference.  The budget should not require any cash payment or financial commitment from EnPAx. Registration fees are subject to negotiation, but should be accessible.  EnPAx would suggest registration fees on the order of $300 for EnPAx members and ~$375 for non-members.  Specific fundraising opportunities should also be highlighted.

A successful proposal will: (a) meet the RFP Requirements, listed above; (b) propose a conference plan to meet the Desired Third or Fourth Conference Attributes, listed above; and (c) cover all of the listed Host Roles and Responsibilities listed above.  The proposal may assume that EnPAx will meet the listed EnPAx Roles and Responsibilities. 

EnPAx is particularly interested in proposals that include the following:

  • While a subvention is not required, a payment of $30,000 or more to EnPAx would be a priority.
  • An agreement to cover Conference registration fees, hotel costs, and travel costs for a minimum of 10 individuals for the Third Conference and 20 individuals for the Fourth Conference to be nominated by EnPAx.

5. Timeline

Deadline for submission: Proposals to host either the Third or Fourth Conference are due by March 31, 2022.

Review:  The EnPAx Board will review the proposals in April 2022 and select a short list.

Interviews: The EnPAx Board will invite organizations on the short list to participate in a virtual interview in May 2022 to pitch their venue and answer questions regarding their proposal.

Decision and Invitation to Negotiate MOU:  The EnPAx Board will review the detailed proposals and announce its decisions as expeditiously as possible after interviews.  Thereafter, EnPAx will proceed to negotiate a Conference MOU with the selected Host organizations.

Further Questions: 

The EnPAx leadership team is happy to field any questions on hosting the 3rd and 4th International Conferences.  For more information, please contact:

Carl Bruch

President

Environmental Peacebuilding Association

1730 M Street NW, Suite 700

Washington, DC  20036

bruch@eli.org

cc: conference@environmentalpeacebuilding.org