Request for Proposal: Provision of Event Registration and Guests Management Platform 

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 past five years, inABLE has hosted the Annual Inclusive Africa Conference which has created a platform to promote the advancement of digital accessibility and assistive technology for persons with disabilities in Africa. The 6th Inclusive Africa Conference will be held on June 3^rd – 5^th 2025 in Nairobi, Kenya. This will be a hybrid event that will host 300 delegates in-person and with over 2,000 people livestreaming from across the globe.

Description 

This Request for Proposal (RFP) document is intended to identify vendors that can demonstrate having sufficient capacity and experience in offering Event Registration and Guests Management platform for the Inclusive Africa Conference. inABLE is therefore soliciting from interested companies a proposal clearly showing the following:   

• A company profile detailing the years of experience and proven expertise in offering Event Registration and Guests Management.  
• Approval or License from relevant authorities to offer Event Registration and Guests Management (Provide evidence of compliance with statutory requirements, certification and all other relevant licenses).   
• Provide a minimum of 5 client references of projects of similar size and scope that were successfully completed. Each reference’s information shall include the reference company or organization, contact person’s name, title and contact details, and details about the systems/services provided by the Contractor. 
• Geographical presence i.e. the regions that the vendor has offices/presence. (Please provide any other additional information that inABLE should be aware of. 

Platform Requirements: 

• Platform Accessibility: 
  • The platform should be accessible to persons with disabilities:  
  • The platform should be able to work with screen reader apps such as NVDA, JAWS, Chrome Vox among other screen reader apps for blind.
• Customizable Event Registration Pages: 
  • Create personalized web pages for different event types and enable customization of content. 
• Registration Forms: 
  • Design user-friendly forms to collect attendee details. 
  • Include fields for names, emails, ticket types, dietary preferences, etc. 
• Reporting and Analytics: 
  • Provide robust reporting features. 
  • Track registration numbers, sales, popular ticket types, and attendee demographics. 
• Payment Processing: 
  • Enable secure online payment options. 
  • Handle ticket sales, discounts, and group registrations. 
• Attendee Tracking and Management: 
  • Maintain a centralized database of registered attendees. 
  • Manage changes, cancellations, and updates. 
• Networking Tools: 
  • Facilitate attendee connections through chat features and interest-based groups. 
  • Encourage networking before, during, and after the event. 
• Guest Check-In and Badging: 
  • Streamline check-in with QR codes or mobile apps. 
  • Provide printed or digital badges for easy identification. 
• Session Management: 
  • Schedule sessions, workshops, and breakout events. 
  • Allow attendees to choose preferred sessions during registration. 
• Integration with Other Tools: 
  • Seamlessly integrate with CRM systems, marketing tools, and event apps. 
  • Sync attendee data across platforms. 
  • Enable livestreaming through Zoom or compatible apps. 
• Security and Privacy: 
  • Ensure compliance with data privacy regulations. 
  • Safeguard attendee information and payment details. 
• Communication feature: 
  • Enable admins to send blast emails to attendees. 
  • Send reminders and notifications through email or text. 

Submission process   

Interested suppliers should submit their response to this RFP including a detailed quotation in a soft copy addressed to vendors@inable.org not later than 20^th December 2024 by 5 p.m. (EAT) 

inABLE is an Equal Opportunity Employer. We, however, strongly encourage applications from Persons with Disabilities.