CALL FOR PROPOSALS: TERMS OF REFERENCE FOR AN EVENTS PLANNER/ORGANISER

Posted on Opportunities
1.  Background

TaRL Africa is seeking an experienced and dynamic event planner to organize a high-profile, two-day conference in November 2024, in Nairobi, Kenya. The conference will bring together partners, government officials, donors, and stakeholders to discuss innovative approaches to addressing education challenges in Africa. The event planner will play a key role in coordinating all aspects of the conference, ensuring its success and seamless execution.Interested parties are invited to submit proposals outlining their capabilities, past experience and approach for consideration.

The event planner will oversee work with the TaRL Africa Planning and Organising Committee for the following deliverables:

2.  Responsibilities of the event planner

2.1        Securing, booking and managing the venue for the conference

  • Provide TaRL Africa with quotations of conference venues in Nairobi suitable for 100-150 delegates
  • Secure conference venue approved by TaRL Africa. Ensure the venue is either within or near alternative accommodation options
  • Ensure all meeting rooms (for plenary and break-out sessions) are arranged and ready for the conference as per the conference programme. Ensure all required audio-visual equipment is available in all the rooms as required and that sessions run smoothly.
  • Coordinate an IT support team to assist presenters in session rooms.
  • Ensure all presentations are uploaded in advance of each session and notify TaRL Africa staff if presentations are missing.
  • Ensure that the venue service maintenance/technicians are promptly available as would be required for all equipment/services and facilities in and around the meeting rooms.
  • Ensure catering (i.e. coffee breaks and lunches each day) is available for all delegates and that special dietary needs are catered for.
  • Ensure the venue has available high-speed internet access for conference delegates.

2.2       Managing registration and delegates

Before the conference

  • Where relevant, make protocol arrangements for VIP delegates and/or speakers invited by TaRL Africa (e.g. high-level development officials and government ministries).
  • Coordinate international and local travel for speakers.
  • Manage the registration of conference delegates in collaboration with the TaRL Africa team.

During the Conference

  • Prepare and set up a general information support service/information kiosk for delegates on-site where they can register and ask for assistance/information.
  • Manage registration and handout of conference materials at the venue.

2.3       General logistical arrangements and management

  • Work with the venue to prepare the space, furniture and equipment required for presentations and exhibition areas.
  • Plan and organise all meals and coffee breaks during the conference
  • Print and procure all necessary materials and collateral (banners, name tags, writing materials etc)
  • Organise streaming services for the plenary room.
  • Liaise with media personnel requesting interviews with speakers.
  • Coordinate with the venue to ensure adequate security.
  • Liaise with TaRL Africa in facilitating the preparation, printing, and distribution of materials.
  • Coordinate and support the collection of visual and media assets.

2.4       Cost and financial management

  • Manage contractual and financial matters regarding the conference including the disbursements of payments to third party or sub-contracted suppliers/vendors where required within the agreed upon budget
  • Obtain a minimum of 3 quotations per service provider and obtain approval from TaRL Africa prior to contracting any vendors
  • Prepare and deliver to TaRL Africa, unaudited final financial statements in relation to the event by no later than 3 months after the conference.
  • Ensure that the conference is delivered within budget.

 

3.  Focal point and contract duration
  • The event planner will be directly accountable to the TaRL Africa Conference Planning Committee. The TaRL Africa Partnerships Manager will be the focal person to whom the event manager will report directly.
  • The assignment will run from June 2024 until the end of November 2024 with all deliverables met within 3 months of the conference ending.
4.  Specific requirements
  • Proven experience in event planning and management, especially for conferences or workshops in the international development sector.
  • Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines simultaneously.
  • Excellent communication and interpersonal skills, with the ability to build relationships and collaborate effectively with diverse stakeholders.
  • Strong project management and financial/budget reporting.
  • Strong customer service orientation.

 

5.  Application process.

Interested firms/companies must submit:

  • A technical proposal not exceeding four pages detailing:
    • How your experience is relevant to the assignment – provide concrete examples.
    • Intended approach, plan, capacity, competence, and other relevant information on the ability to successfully deliver a conference.
  • Detailed financial proposal outlining fees/service cost to carry out this TOR.
  • Comprehensive firm/Company profile and relevant certificates.
  • Curriculum Vitae of staff showing experience relevant to the consultancy.
  • References from previous clients

Interested firms/companies should submit a cover letter, resume/CV, and portfolio of relevant event planning experience to procurement@teachingattherightlevel.org by 28th May 2024. Please include "Event Planner Application - TaRL Africa Conference" in the subject line of your email. Shortlisted candidates will be contacted for an interview. Applications will be reviewed on a rolling basis.

Deadline for Applications: May 28, 2024

 

 

Job Information

Status: Open Job type: Full Time Salary: Negotiable Publish date: 15 May 2024 Expire in: 4 months

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