Terms of Reference (TOR)
Marketing and Media Services for the 3rd German-Kosovar Economic Forum 2026
1. Introduction
The 3rd German-Kosovar Economic Forum 2026 will take place on 28–29 October 2026 in Prishtina, bringing together political leaders, business representatives, economists, investors, and industry experts from Germany and Kosovo.
As one of the leading bilateral economic events between Germany and Kosovo, the Forum serves as a platform for dialogue, networking, investment promotion, and strengthening economic cooperation.
The 2026 edition will focus on digital transformation, energy, industrial development, workforce development, and investment opportunities.
- Purpose
The German-Kosovar Business Association (OEGJK) seeks to engage a professional communications, media, and marketing agency to provide integrated communications support, strategic visibility, media relations, creative design, content production, and event coverage for the 3rd German-Kosovar Economic Forum 2026.
The selected agency will be responsible for delivering consistent, high-quality communication before, during, and after the Forum, ensuring strong positioning of the event as the leading German-Kosovar economic platform.
The overall objectives are to:
- Strengthen the Forum’s national and international visibility
- Attract high-level participants, investors, and stakeholders
- Enhance the institutional brand of OEGJK
- Increase engagement across digital and traditional channels
- Produce high-quality communication assets for long-term use
- Scope of Work
The selected agency shall provide full-cycle communications and marketing services covering the pre event, event, and post-event phases.
3.1 Strategic Communications
- Develop and implement a full communications and visibility strategy.
- Define key messages and communication guidelines.
- Position the Forum as a leading German-Kosovar economic event.
- Coordinate messaging with partners, sponsors, speakers, and stakeholders
- Ensure coherent visibility across all communication channels
3.2 Social Media Management
- Develop and implement a social media strategy (LinkedIn, Facebook, Instagram, website)
- Prepare and manage a structured content calendar
- Produce and publish posts, stories, graphics, videos, and campaign materials
- Manage community engagement and moderation
- Provide regular performance analytics and reporting
- Support targeted paid digital campaigns
3.3 Media Relations & Coverage
- Develop and implement media outreach strategy
- Manage relationships with national and international media
- Prepare press releases, media advisories, and media kits
- Coordinate interviews with speakers and partners
- Handle media accreditation and inquiries
- Deliver media monitoring reports
3.4 Video Production & Event Coverage
- Produce promotional videos and social media reels
- Edit keynote speeches, panels, and highlights
- Ensure alignment with Forum branding
- Provide full event coverage, including:
o 5 cameras (2 days)
o 1 crane camera (Day 1)
o 4-6 photographers (2 days)
3.5 Design & Printing
- Digital design and print materials (social media, website, email, banners)
- Produce event program, brochures, flyers, and visual materials
- Ensure consistent branding across all materials
3.6 Promotional Materials
- Design promotional assets (posters, banners, digital ads)
- Develop branded merchandise (e.g. lanyards, badges, tote bags, T-shirts)
- Ensure alignment with overall event branding and sponsor visibility requirements
3.7 Reporting & Coordination
- Appointing a dedicated project manager as the single point of contact
- Participate in regular coordination meetings with OEGJK
- Provide weekly progress updates during implementation
- Intensify coordination to at least twice weekly during October 2026
- Submit ad-hoc reports upon request
- Deliverables
The agency shall deliver the following outputs:
- Comprehensive communications and social media strategy with content calendar
- Press releases, media kits, and media advisories
- Social media content packages (visuals, videos, campaigns)
- Promotional videos and highlight reels
- Full event photo and video coverage
- Design files and finalized print materials
- Promotional merchandise (as agreed)
- Media monitoring and performance reports
- Post-event final report and analytics summary
- Expected Outcomes
The selected agency shall contribute to achieving the following outcomes:
- Increased national and international awareness of the Forum
- Strong digital engagement across communication platforms
- Enhanced visibility for sponsors and institutional partners
- High-quality national and international media coverage
- Strong and consistent visual identity of the Forum
- Positioning of OEGJK as a leading platform for German-Kosovar economic cooperation
6. Sponsor Visibility Management
The agency shall:
- Develop structured sponsor visibility packages
- Ensure consistent sponsor branding across all channels and materials
- Coordinate sponsor-related communication activities
- Produce sponsor-specific communication assets where required
- Key Performance Indicators (KPIs)
The agency shall propose measurable KPIs, subject to approval by OEGJK, including but not limited to: Digital reach, impressions, engagement rates, and follower growth
- Website traffic and referral performance
- Number and quality of media publications and mentions
- Number of interviews and media features coordinated
- Volume and quality of visual content produced
- Timely delivery of all agreed outputs
- Post-event reporting quality and completeness
- Evaluation Criteria
Proposals will be evaluated based on:
- Timeline
Phase 1: Strategy & Planning (July 2026)
- Communication strategy development
- Content planning and calendar creation
- Visual identity alignment
Phase 2: Campaign Build-up (August-September 2026)
- Social media campaigns
- Speaker and partner announcements
- Media engagement and outreach
Phase 3: Event Campaign (October)
- Daily communications and live coverage
- Media coordination and on-site management
- Real-time content production and dissemination
Phase 4: Post-Event (November-December 2026)
- Final reporting and analytics
- Delivery of highlight videos and media outputs
- Media monitoring report
Final report to be submitted no later than 20 December 2026.
- Intellectual Property
All deliverables produced under this assignment, including but not limited to videos, photographs, designs, graphics, reports, and digital assets, shall become the exclusive property of OEGJK upon full payment.
The agency shall ensure that all third-party materials (e.g. stock footage, music, fonts) are properly licensed for use.
Any use of deliverables for portfolio or promotional purposes by the agency requires prior written approval from OEGJK.
- Qualifications
- Proven experience in large-scale event marketing and media management
- Strong portfolio in social media, design, and video production
- Experience with live event coverage and multi-platform campaigns
- Strong project management and coordination capabilities
- Budget
Applicants must submit a detailed financial proposal, including a breakdown of:
- Social media management
- Media relations and PR services
- Video production and editing
- Design services
- Printing and promotional materials
Pricing must be clearly itemized and include all applicable costs, including VAT.
- Submission of Proposals and Contact
Proposals must be submitted no later than July 5, 2026, to:
administration@oegjk.org
+383 (0) 38 600 880
Additional information regarding the Forum and previous editions may be provided upon request.
Required documents:
- Company profile, portfolio, and relevant references
- Methodology and implementation approach
- Detailed work plan and timeline
- Financial proposal with full budget breakdown
- CV of Project Manager assigned to the project
- Relevant examples of previous work
Only complete submissions received by the deadline will be considered.
