BACKGROUND

ChildFund Rugby partners with unions across the world to use rugby as a powerful tool to drive positive social impact.

Pass It Back, a core product of ChildFund Rugby, is a set of integrated rugby and life skills learning initiatives that enable children and young people from communities in vulnerable situations to develop critical social and emotional skills, which ensure they are better equipped to overcome challenges, inspire positive social change, and ‘pass it back’ to their communities.

ChildFund Rugby is World Rugby’s global Social Impact Partner, a multi-year partnership that builds on previous social impact collaborations as part of major event legacy.

10 Years of Impact

Pass It Back began in Laos, in partnership with the Lao Rugby Federation, as a pioneering initiative to use rugby as a platform for development. Over the past decade, Pass It Back has been delivered in 15 countries across Asia, Africa, Oceania, and the Americas, impacting the lives of tens of thousands of young people.

Through Pass It Back, ChildFund Rugby and partners have driven meaningful change over the past decade, empowering young people with critical life skills and leadership opportunities, while promoting inclusion, gender equity and supportive communities through game growth.

As Pass It Back marks its 10th anniversary, we will celebrate its transformative journey and the collective impact it has achieved by hosting a celebratory virtual event. This event aims to reflect the achievements of Pass It Back, highlight impact stories, and outline our vision for the future.

To ensure a dynamic and engaging celebration, we are seeking an Intern to support the organisation of the 10 year event built around initial thinking in Annex 1 below.

SCOPE OF WORK

The Intern will:

• Support the development of a detailed event plan hosted on Gather by transforming the provided concept note (Annex 1) into a structured and actionable event plan;
• Identify tools, resources, and timelines required for effective implementation of the event.

1. Pre-Event Preparation

Design a pre-event engagement plan, including:

• Scheduling pre-event workshops with participants from Laos, Philippines, and Vietnam in April.
• Crafting Save the Date invitations with clear messaging about the event and the hosting platform.
• Recommending teaser content (e.g., short videos or infographics) to build anticipation.
• Coordinating the invitation list and managing guests.
• Contract and manage a third-party company to handle the drop shipping of event shirts and materials.

2. Event Agenda Design

Refine the proposed agenda, ensuring it aligns with the theme and maximises attendee engagement and compatibility with Gather.

Incorporate the following components:

• Interactive event structure: Welcome, keynote, interactive exhibition rooms, networking spaces, and storytelling zones.
• Engaging activities: Trivia quizzes, customised games, and a virtual photo booth.
• Celebratory highlights: A recognition ceremony, videos, and closing activities.
• Key engagement features: Recommend strategies to leverage features like personalised avatars, interactive tools (polls, Q and A), and gamification elements.

3. Post-Event Strategy

Develop ideas to amplify the event’s impact, such as social media highlights, thank-you packages, and a recorded event link for broader engagement.

DELIVERABLES

• A comprehensive event plan with timelines, resource requirements, and a proposed structure for the virtual event supported by key ChildFund Rugby team members.
• Detailed recommendations for pre-event, event, and post-event activities.
• A visual or written walkthrough of the Gather platform setup, showcasing how proposed activities will function.
• Content outlines for invitations, teaser campaigns, and post-event communications.
• Successful event execution and wrap-up.

EXPERIENCE

The Intern will have:

• Proven experience in event planning, particularly for virtual events.
• Familiarity with platforms like Gather or similar virtual event tools.
• Strong communication and organisational skills.
• A creative approach to designing engaging and impactful events.
• Strong IT skills.
• A willingness to work across time zones in a collaborative manner.

This role is well-suited to early-career applicants with an interest in sport, sport for development, and gaining experience in a dynamic, multi-cultural environment.

TIMING

The event will be delivered twice in May (to incorporate global time zones) and the Intern is expected to deliver the services between February and May.

STIPEND

A stipend of 2,000 USD is available for this internship (anticipated to be part-time).

APPLICATION

Interested applicants should submit:

• A brief proposal outlining your approach to this ToR (maximum 500 words).
• Confirmation of availability and proposed location timezone.
• A current CV.

DEADLINE

10 February 2025

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ANNEX 1

10 YEAR CELEBRATION CONCEPT NOTE – DRAFT

Event Theme

Working Title: “10 Years of Impact: Celebrating Community, Growth, and Rugby for Development”.

Agenda Item Ideas

Pre-Event

Encourage participants to purchase an exclusive 10 year anniversary piece of merchandise and to wear it to the event.

Welcome and Registration

Space for people to chat, network and start using Gather.

Opening and Keynote Address

Speaker(s): A prominent leader (e.g. a senior representative from World Rugby/ChildFund Rugby).

Content: Highlight key achievements over 10 years, global reach, and future vision.

Interactive Exhibition Rooms

Attendees can explore themed virtual spaces e.g. each room represents a country, showcasing:

• Photos/videos of Pass It Back moments.
• Success stories or testimonials from Coaches and participants.
• Milestone Zone: Key achievements over 10 years (e.g., number of coaches trained, lives impacted).
• Future Impact Hub: A space dedicated to sharing the vision for the next decade.

Networking and Storytelling Corners

• How It Works: Participants move their avatars to virtual “storytelling zones.”
• Feature: Past and present coaches share impactful moments live (a “fireside chat” feel).
• Interactive: Attendees ask questions.

Fun and Engaging Activities

• Quizzes: Rugby-themed trivia (with prizes).
• Mini Games: Customised Gather games (e.g., scavenger hunts tied to Pass It Back highlights).
• Photo Booth: A virtual photo booth for attendees to commemorate their participation e.g. with Ambassadors.

Celebratory Video and Recognition

• Video: A dynamic, high-energy video showcasing highlights from 15 countries.
• Awards Ceremony: Recognise standout partners, coaches, and stakeholders (create digital badges or certificates).

Closing and Social Hangout

• Wrap up with a collective toast (bring-your-own-drink style).
• Allow free networking in a casual virtual lounge.

Engagement 

Customised Avatars

Encourage participants to personalise their avatars with rugby-themed accessories.

Interactive Tools

Use embedded polls, Q&A sessions, or a shared whiteboard for attendees to express their hopes for the next 10 years.

Gamification

Offer incentives for completing activities, like unlocking “hidden” achievements in the space.

Post-Event Ideas

Send a digital “thank you” package to attendees with a link to the recorded event and other resources.

Share event highlights on social media with a hashtag like #10YearsOfPassItBack.