Request for Proposal: Provision of Event Management 

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 lead to the identification and contracting of an agency which will demonstrate sufficient capacity and experience in offering event management services 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 successfully coordinating and managing in-person events from start to finish for a minimum period of ten years. Planning and coordinating events for people with various disabilities is an added advantage. 
• Demonstrated expertise in disability inclusive event design, implementation, monitoring and evaluation, with the ability to turn concepts and strategy into practical activities during an event. 
• Approvals or Licenses from relevant authorities to offer event management 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 event management 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.) 
• Detail-oriented with strong project management, teamwork leadership skills, planning, reporting, monitoring and evaluation skills across multiple activities taking place simultaneously. 
• Strong negotiation skills.  
• Shown ability to lead projects to completion on time, within budget, and with the anticipated results.  
• Demonstrates strong relationship building skills with a strong presence in coordination of several vendors and partners.  
• In-depth knowledge of disability, equity and inclusion best practices is an added advantage.  
• A detailed understanding of the support systems and networks required to successfully complete an event. 

Requirements: 

The Events Management Agency will be reporting to the inABLE management team at the Inclusive Africa Conference. This is a two-month role. 

The Events Management Agency will execute the following: 

• Coordinate the Inclusive Africa Conference 2025 activities. 
• Manage and coordinate all vendors both pre-conference and on-site to ensure seamless delivery of services, including timely setup, adherence to requirements, and resolution of any issues to maintain event quality and schedule. 
• Coordinate the venue setup, ensure it is up to standard and meets the accessibility standards for people with disabilities. 
• Coordinate all the logistics including guests’ hotel accommodation, travel documents & info packs, and liaise with the agency providing airport & inter-hotel transfers. 
• Coordinate all pre-conference activities including workshops and site visits. 
• Coordinate speakers and participants before, during, and after the conference to ensure a smooth flow from registration, arrival, and departure. 
• Coordinate onsite check-in of attendees and provide daily reports to inABLE. 
• Coordinate issuance of nametags, giveaways, awards, and other material to guests as necessary. 
• Manage the ushering and protocol team and report to inABLE on any arising issues. 
• Oversee the agenda and run-of-show to ensure timeliness and that all speakers, influencers and innovators don’t miss their sessions. 
• Coordinate the venue set up of the AT Village and exhibition space, ensure its accessibility, and smooth flow of all sessions that will take place at the village. 
• Ensure all the stakeholders are well taken care of including sponsors, partners, innovators, influencers, government officials and delegates while observing all required protocols. 
• Attend bi-weekly planning meetings, share updates and work reports based on work plans and milestones. 
• Coordinate food and beverage with the hotel for the whole event including the cocktail reception, and gala dinner. 
• Coordinate and ensure all suppliers and hotel staff (including your team) participate in the disability etiquette and inclusion training organized by inABLE. 
• Provide a team member from your organization who will be stationed at inABLE’s office for 1 month before the conference to ensure coordination of tasks, communication and updates between the two teams. 
• Provide and submit a post-event report within two weeks after the conference 

Application process  

Interested suppliers should submit their response to this RFP 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.