Request for Proposal: Provision of Rapporteur Services

About inABLE 

inABLE.org is a nonprofit organization based in Kenya with a mission to empower persons with disabilities in Africa through assistive technology. Over the last four years, inable has hosted the Annual Inclusive Africa Conference that has created a platform to promote the advancement of digital accessibility and assistive technology for persons with disabilities in Africa. This year we are hosting the fifth Annual Conference that will take place on May 14^th-16^th 2024 in Nairobi Kenya. This is a hybrid event that aims to host 300 in-person delegates and over 2,000 online audiences.  

Job Description

This Request for Proposal (RFP) document is intended to lead to the identification of vendors that can demonstrate having sufficient capacity and experience in taking notes during the Inclusive Africa Conference. inABLE is therefore soliciting from interested companies/individuals a request for proposal clearly showing the following:  

• A company profile detailing the years of experience in note taking and other related services.
• Approval or License from relevant authorities to offer note taking services (Provide evidence of compliance with statutory requirements, certification, and all other relevant licenses).  
• Current list of clients and partners where similar services have been provided. Provide name of client, scope on contract, number of note takers, services staff, Start date of the contract. (at least 5 clients)  
• Geographical presence i.e. the regions that the vendor has offices/presence. (Please provide any other additional information that inABLE should be aware of.

Key Responsibilities

• Take notes on all presentations made by all speakers present at the conference.
• Take notes of all responses and comments made by the facilitators and audience at the conference.
• Review material and information relevant to the presentations made by the speakers.
• Meet the event organizer and review instructions pertinent to the event.
• Prepare a template to be used to record notes during the conference.
• Capture the main points of all speaker’s presentations including the main topic, their name, title, and organization.
• Submit an accurate report of the session discussions and include any conclusions, recommendations, or next steps.
• Communicate effectively with speakers and participants to clarify points or gather additional information. Collaborate with event organizers and other team members to ensure accurate reports. 
• Compile and organize notes into coherent and well-structured reports. Ensure that reports are comprehensive, accurate, and reflective of the event’s proceedings.
• Provide post-event analysis and summaries, highlighting key outcomes and recommendations.
• Be adaptable and able to handle changes in the agenda or unexpected developments during the event.
• Familiarity with technology tools for notetaking, recording, or any specific software used for reporting.
• Maintain confidentiality when required, especially in sensitive discussions or closed-door sessions.
• Integrate feedback from stakeholders and organizers to improve the reporting process for future events.

Submission process  

Eligible consultants are requested to submit their proposals online not later than 19^th April 2024 by 5 p.m. (EAT). Proposals will be evaluated based on qualifications and experience of proposed personnel. Shortlisted bidders may be invited for an interview or clarification session.

inABLE is an Equal Opportunity Employer. We however strongly encourage applications from people with lived experience of disability.