Call For Vendors(Phase 2)

About the Event:

• Date: May 29^th – 31^st, 2023
• Location: Nairobi, Kenya
• Event: www.inclusiveafrica.org

How to submit: Please send your portfolio & submit a quotation to vendors@inable.org 

Submission Deadline: April 6^th, 2023

Required vendors

1. Language Interpretation Agency (French/English)
2. Printing
3. Photography Agency
4. Videography Agency
5. PR Consultant
6. Production Consultant

7. Ushers
8. Tour Agency- Accessible cars (3 Voxys) and normal (3 Voxys)
9. Ambulance – One vehicle with a medic
10. Disability Inclusion Trainer—Training the working team and the hotel staff.
11. Entertainment
    • DJ
    • Spoken Word Artist
    • Tactile Artist
    • Musicians

Specific Requirements for all vendors:

1. Language Interpretation- French and English
   • Should provide certified interpreters with competitive experience in conference interpretation to sign in the following activities;
     • Participate in the full-day disability etiquette training a week before the event- All team
     • Airport transfers- Regional & global guests who are hard of hearing- 26^th -28^th May – 2 Interpreters (On need basis)
     • Site visit- Thika Primary School for the Blind- 28^th May, 7am-12pm- 2 Interpreters (On need basis)
     • 3-day conference – 29^th – 31^st May, 7am- 5pm
       • Day 1- Roundtable discussions, Plenary session, 3 breakout rooms- 6 Interpreters
       • Day 2- Roundtable discussions, Plenary session, 2 breakout rooms, and innovations showcase with 300 people going around different innovations- 4 Interpreters
       • Day 3- Roundtable discussions, Plenary session, 2 breakout rooms, innovations showcase- 4 Interpreters
       • Day 3 Night- 31^st may, 5pm- 9pm- Cocktail reception and Innovations Award Gala Dinner- 4 Interpreters
2. Graphic Designer
   • Program booklet- A4, 12 Pages full color
   • Innovations Booklet- A4, 12 Pages full color
   • Research Booklet- A4, 12 Pages full color
   • Notebooks- A5
   • Pencils/ Pens-500pcs
   • Round neck T-shirts
   • Mugs/Flasks
   • 4 GB Flash disks
   • Pull-Up Banners
   • Media Banners- 2 + 1 Frame (Size to be confirmed)
   • Name Tags- Lanyards + tags
3. Printing- All giveaways to be branded with Inclusive Africa Conference + inABLE
   • Program booklet- A4, 12 Pages full color, 350 pcs, (cover- 150grams, inside pages- 130 grams)
   • Innovations Booklet- A4, 12 Pages full color, 300 pcs, (cover- 150grams, inside pages- 130 grams)
   • Research Booklet- A4, 12 Pages full color, 300 pcs, (cover- 150grams, inside pages- 130 grams)
   • Notebooks- A5, 500 Pcs
   • Pencils/ Pens-500pcs
   • Round neck T-shirts- S, M, L, XL, XXL 400 pcs (Exact sizes and numbers to be confirmed closer to the date)
   • Water bottles (Hard plastic, a holder, straw, white, 1 litre)- 500
   • 4 GB Flash disks- 400
   • Pull-Up Banners- 5
   • Media Banners- 2 + 1 Frame (Size to be confirmed)
   • Name Tags- 450 pcs
4. Tour Agency- Accessible cars and normal Voxys
   • The tour agent should provide the following;
     • At least 3 Accessible cars with a remote-controlled seat that allows easy access for any guests on wheelchair in and out of the vehicle. These cars should also have enough room for wheelchairs.
     • Provide at least 3 Voxys for other guests.
     • Must commit to car inspection by the planning team a month before the conference. This will guide us to which cars qualify for our clientele.
     • The cars must be fitted with safety gears.
     • All the drivers should be qualified and have updated driving licenses.
     • The cars must be in great condition, spacious, air-conditioned, clean, and insured.
     • All drivers must always keep time.
     • The cars should have small coolers for guests to always have cold drinks.
     • About 30 guests will be taken to Thika from Radisson Blu on 28^th May (The exact number to be confirmed closer to the date).
5. Ambulance
   • From any major hospital near the venue (Radisson Blu)
   • On-call at any time
   • Provide one ambulance ready in case of emergencies throughout the event
6. Disability Inclusion Trainer
   • A certified trainer with over 5 years of experience in training disability inclusion and disability etiquette.
   • The trainer is expected to train the official working team (70 Pax) for the Inclusive Africa Conference and the Radisson Blu Hotel staff and Serena Hotel (30 Pax) one week before the conference.
   • This training will be divided into 4 sessions guided by the awareness level of the subject in question.
   • This will allow for a smooth transition and accommodation for all the needs of our guests with different disabilities.
7. Entertainment
   • DJ
     • Must be a qualified DJ with a disability
     • The DJ will provide music entertainment at the Gala Dinner on 31^st May 2023 from 6 pm – 9 pm, EAT.
     • The DJ will also have a short 30-minute session on 29^th May 2023 from 8:30 am – 9:00 am as the guests settle in before the conference officially starts.
   • Spoken Word Artist
     • The SWA must be able to deliver a piece on the importance of digital accessibility, assistive technology and inclusion of persons with disabilities in all areas of life, and their vital role in contributing to the development of the African economy.
     • This will be a 5-minute piece delivered on the first day of the Inclusive Africa Conference 2023 and at the gala dinner.
   • Art Infusion- Inclusive art
     • We are looking for an artist who creates and designs accessible art in either painting or sculpture.
     • This artist will train our young blind and visually impaired students and guide them to create small pieces of accessible art to be presented at the conference
     • The artist together with about 5 students will have a live session at the conference where he or she will create and showcase accessible art and share the importance of making art accessible for all people.
     • Musician (Vocalists/ Pianists/ Guitarists/ Saxophonists)
8. Photography Agency
   • A qualified team of photographers with an experience in international or regional conference photography to take quality HD photos in the following activities;
     • Must participate in disability etiquette training 1 week before the event.
     • Airport transfers (On need basis)
     • Site visit prior to the event- Thika Primary School for the Blind – 28^th May from 7am to 12pm, and at Radisson Blu for the conference (On need basis)
     • 3-day conference
       • A minimum of 10 cameras a day.
       • Day 1- Roundtable discussions, Plenary session, 3 breakout rooms
       • Day 2- Roundtable discussions Plenary, 2 breakout rooms, innovations showcase
       • Day 3- Roundtable discussions, Plenary, 2 breakout rooms, innovations showcase
       • Day 3 Night- Cocktail reception and Innovations Award Gala Dinner
9. Videography Agency
   • A qualified team of videographers with an experience in international or regional conference photography to take quality HD videos in the following activities;
     • Must participate in disability etiquette training a week before the conference
     • Airport transfers (On need basis)
     • Site visit- Thika Primary School for the Blind on 28^th May from 7am – 12pm and at Radisson Blu for the conference (On need basis)
     • 3-day conference- May 29^th – 31^st from 7am- 5pm
       • A minimum of 10 cameras a day.
       • Day 1- Roundtable discussions, Plenary session, 3 breakout rooms
       • Day 2- Roundtable discussions Plenary, 2 breakout rooms, innovations showcase
       • Day 3- Roundtable discussions, Plenary, 2 breakout rooms, innovations showcase
       • Day 3 Night- Cocktail reception and Innovations Award Gala Dinner- May 31^st from 6pm – 9pm
10. PR Consultant
    • Create content for public relations campaigns, including press releases, social media (LinkedIn, Facebook, Instagram, Twitter), posts and presentations.
    • Supervise and take part in promotional events, such as press conferences, tours, exhibitions and visits.
    • High quality skills in editing and proof-reading
    • Media management and relationships including media interviews, media briefings, and media breakfast
    • Planning PR campaigns and communication strategies for the conference
    • Disseminate information to the media and engage with the audience across multiple channels- social media, in-person event, and MailChimp
    • Share post-event communications reports by June 9^th 2023.
11. Production Consultant
    • Edit one-minute videos from the 2022 conference to be used for marketing and promotional purposes in 2023.
    • Document influencers stories through interviews with influencers about their experiences before, during and after the conference
    • Document inABLE stories by travelling to all the inABLE stations and talking to the students and teachers on the ground.
    • Document the innovation stories through interviews with innovators about their innovations and experience at the conference
    • Document speaker stories through interviews with speakers about their experiences and highlights from the conference
    • Document all pre-conference activities through interviews with the invited guests about their experience at the different activities and what they look forward to the most about the conference
    • Share raw and edited videos with inABLE to be used for conferencing, programming, or fundraising needs.
    • Share post-event reports by June 9^th 2023 with all the recorded and edited footage and photos in one location.
12. Ushers Agency (15 Ushers)
    • The agency must provide at least 15 male or female ushers who are over 18 years and highly skilled in non-verbal, verbal communications and personal communications
    • Participate in Disability training
    • Assist with registry, confirming delegate’s details and issuing name tags to participants.
    • Assists with crowd control at the registration and photo booth areas.
    • Assists guests with locating exits and amenities such as restrooms and concession areas.
    • Assist guests with disabilities (who ask for help) to and from their seats.
    • Ensures that aisles, walkways, and designated seating areas are clear, clean, and safe.
    • Assists guests with complaints or concerns; escalates concerns to supervisor when necessary.