Request for Proposals Conference Coordinator 2022

About MPact  

MPact Global Action for Gay Men’s Health and Rights was founded in 2006 by a group of activists concerned about HIV-related disparities as well as stigma, discrimination, violence, and criminalization experienced by gay men and other men who have sex with men in all parts of the world. MPact is now an established international advocacy network dedicated to ensuring equitable access to HIV services to all gay men while promoting health and human rights. We are directly linked with nearly 150 community-led organizations across 62 countries and thousands of other advocates through its various social media platforms. With a staff of 8 and an annual operating budget of $2.6 million USD, MPact accomplishes its mission by watchdogging governments, funders, and other decision-makers; strengthening capacities of community-led organizations and healthcare providers; supporting the proliferation of networks led by gay men; conducting and commissioning research; and facilitating inter-regional information exchange. 

Project Goals 

Under the direction of the Director of Community Engagement, the Conference Coordinator will plan and organize events and logistics for MPact’s Summit and conference activities at the International AIDS Conference in Montreal. The Conference Coordinator must be capable of managing several activities at the same time and have excellent planning and project management skills. Effective communication and interpersonal skills are important for liaising with colleagues, suppliers, and presenters. The Conference Coordinator will also need excellent customer service skills to deal with inquiries from event organizers and delegates. The Conference Coordinator must be able to take initiative, manage their time, and work with MPact’s diverse constituents. Successful candidates will be collaborative, detail oriented, and strategic.  

  • Assist in development of summit program  
  • Coordinate speakers and presenters 
  • Plan and coordinate receptions for Summit and global village, including catering 
  • Secure venues and meeting spaces, including audio visual 
  • Coordinate with Communications Team on marketing efforts  
  • Coordinate local volunteers   
  • Secure all necessary local permits  
  • Ensure compliance with all COVID-19 requirements and recommendations  
  • Manage the running of Global Village space and ensure space clean up. 


Anticipated Outcomes 

Successful coordination of day long summit and reception, including set up, speakers and catering 

Successful coordination of networking zone during the week of the conference, including speakers, program, and set up/break down. 

Connect with local LGBT businesses and organizations in Montreal prior to the conference to coordinate their collaboration and participation 

Timeframe: 6 months 

Hours & Compensation 

6 – 10 hours per week – including one mandatory weekly meeting with the MPact team 

$3500 USD per month for up to 6 months, ending August 3, 2022 


We are seeking a consultant or consultancy team with: 

  • A basic knowledge of global HIV, health and human rights issues affecting gay, bisexual, and other men who have sex with men, especially for those living in low- and middle-income countries; sexual health and social concerns of key populations including people living with HIV. 
  • The ability to plan and coordinate events and activities in a timely fashion with intense attention to detail. Excellent organization and logistic skills. Demonstrate strong interpersonal skills and ability to work effectively and professionally with volunteers, paid staff, and professionals from a variety of disciplines; work independently with minimal direction; meet frequent deadlines in a rapidly changing, fast-paced environment; respond with sensitivity to diverse, disenfranchised groups; Proficiency in languages other than English a plus, French preferred. 



Candidates must: 

  • Possess associate degree, social science or liberal arts preferred, and/or a minimum of 3 years of experience in event planning required 
  • Must be in Montreal, Canada  
  • Must be proficient in written and spoken English 
  • Available to staff booth at conference for 8 hours from July 29 – August 2, 2022, in Montreal 
  • Be able to communicate via email and Zoom video conference in English; 
  • Have a bank account that accepts U.S. Dollars. 

Deadline and Submission 

Deadline: Sunday, 13 February 2022 

Submission Requirements 

We are inviting proposals of no more than 2-3 pages that include the following: 

Statement of interest in the scope of work described in this RFP. 

A description of qualifications with links to examples of previous and related work. 

A clearly articulated plan for operationalizing the scope of work described in this RFP and a strong justification for the approach being proposed; and 

Consultancy fees or quotes that cover proposed work. 

Accompanying documents: 

C.V.s of primary consultant(s) 

Names, phone numbers, and email addresses of 2 references 

Submission: Submit proposal with estimated costs fees to Proposals must be in English.