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 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 5^th Inclusive Africa Conference that will take place on May 14^th-16^th 2024 in Nairobi, Kenya at Radisson Blu Hotel, Upper Hill. This is a hybrid event that aims to host 300 delegates in-person and over 2,000 people livestreaming from across the globe.

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 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:  

1. A company profile detailing the years of experience in offering Event Registration and Guests Management. 
2. 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). 
3. Current list of clients and partners where similar services have been provided. Provide name of client, and scope on contract. (at least 5 clients)  
4. 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:

1. The platform should be accessible to persons with disabilities. 
2. Customizable Event Registration Pages:
   • Create personalized web pages for different event types.
   • Allow customization of branding, design, and content.
3. Registration Forms:
   • Design user-friendly forms to collect attendee details.
   • Include fields for names, emails, ticket types, dietary preferences, etc.
4. Reporting and Analytics:
   • Provide robust reporting features.
   • Track registration numbers, popular ticket types, and attendee demographics.
5. Payment Processing:
   • Enable secure online payment options.
   • Handle ticket sales, discounts, and group registrations.
6. Attendee Tracking and Management:
   • Maintain a centralized database of registered attendees.
   • Manage changes, cancellations, and updates.
7. Networking Tools:
   • Facilitate attendee connections through chat features and interest-based groups.
   • Encourage networking before, during, and after the event.
8. Guest Check-In and Badging:
   • Streamline check-in with QR codes or mobile apps.
   • Provide printed or digital badges for easy identification.
9. Session Management:
   • Schedule sessions, workshops, and breakout events.
   • Allow attendees to choose preferred sessions during registration.
10. Integration with Other Tools:
    • Seamlessly integrate with CRM systems, marketing tools, and event apps.
    • Sync attendee data across platforms.
11. Security and Privacy:
    • Ensure compliance with data privacy regulations.
    • Safeguard attendee information and payment details.

Submission process  

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

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