Request for Proposal:  Provision of Audio-Visual Equipment and Technical Production 

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 6^th Inclusive Africa Conference will be held on June 3rd – 5th 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. 

Job Description 

This Request for Proposal (RFP) document is intended to lead to the identification and contracting of an agency which will demonstrate sufficient capacity and experience in offering audio-visual, lighting, live streaming, stage and exhibition booth fabrication for the 2025 Inclusive Africa Conference. inABLE therefore requests interested agencies to share comprehensive proposals clearly indicating the following:  

• A company profile detailing the organization’s number of years in operation, proven expertise in event production and project team capabilities. 
• Approval or License from relevant authorities to offer AV and production services. (Provide evidence of compliance with statutory requirements, certification and all other relevant licenses where necessary).   
• Provide a minimum of 5 client references of projects of similar size and scope that was 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 AV equipment/systems/services provided by the Contractor. 
• Geographical and established presence i.e. the regions that the vendor has offices/presence. (Please provide any other additional information that inABLE should be aware of.) 
• Proven track record in creating accessible and inclusive designs. 

Requirements: 

1. Live streaming production: 
   • Offer livestreaming services including videography and technology.  
   • The technology used should feature picture-in-picture sign language interpretation on screen and also live captioning on screen. 
   • Support Language translation in French and English.  
2. Audio-visual and lighting: 
   • The vendor should have the latest technology available with High Definition audio and visual equipment. 
   • Should feature a minimum of 150-200 LED panels on the main stage and two side stages. 
   • The technology used should feature picture-in-picture sign language interpretation and live captions on all screens.  
   • Lighting should be well distributed in all the conference rooms including the main stage and 2 breakout rooms.  
3. Branding and Fabrication on stage: 
   • Provide seamless and accessible stage fabrication that should include a long ramp, staircase, and rails on either side. 
   • A portable podium for speakers including those on wheelchairs in the main stage and break out rooms. 
   • 4 branded stools for panel discussions. 
   • Provide a section for entertainment on stage. 
   • Provide a section for sign language interpretation on stage. 
   • All stages, including breakout rooms, should be well branded based on our specific guidelines. 
4. Sound: 
   • Provide enough handheld and lapel mics for 15 panelists, 2 MCs and audience Q&A. 
   • Provide quality sound for live streaming in the main stage 
   • Provide quality sound for main stage and 2 breakout rooms. 
5. Connectivity back-up: 
   • Provide back-up internet connectivity to ensure smooth execution of the virtual event for the 3 days. 
6. Branding and fabrication (registration desk, innovation booths, signages, and banners): 
   • The Registration Desk 
     • Should be branded and clearly marked to guide participants where to register (Speakers, Exhibitors, Delegates, Help Desk).  
     • Provide an area for badge printing on site. 
   • Sponsor booths (with provided branding guidelines). 
   • Spacious Innovators booths (with provided branding guidelines). 
     • Each booth should have a branded backdrop and invisible wires safely tacked away. 
     • 55” plasma TV. 
     • Clear logos. 
     • Each booth should be 2m by 2.4m. 
     • Provide an accessible booth countertop and adjustable stools. 
   • Signages 
     • Advise on all the required signages at the venue to improve the guest experience. 
7. Branded Photo booth: 
   • 5m by 3m photo backdrop with conference, sponsors and partners logos. 
   • Branded photo props. 
   • Accessible 360-degree rotation camera. 
8. Cocktail Reception and Gala Dinner: 
   • Provide technical support and equipment for Cocktail reception and Gala dinner (Scheduled for 3^rd  and 5^th June 2025 from 6 -10 pm respectively) 

Submission process   

Interested suppliers should submit their response including tentative costings to this RFP in a soft copy addressed to vendors@inable.org no later than 20th December 2024 by 5 p.m. (EAT) . Proposals offering only part of the requirements may be rejected. 

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