Request for Proposal:  Provision of 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 system capable of facilitating conference onsite registration and badge printing. inABLE is therefore soliciting from interested companies a proposal clearly showing the following:   

• A company profile detailing the years of experience in offering guest management service.  
• Approval or License from relevant authorities to offer E guest management service.   (Provide evidence of compliance with statutory requirements, certification and all other relevant licenses).   
• Current list of clients and partners where similar services have been provided. Provide name of client, and scope on contract. (at least 5 clients)   
• Geographical presence i.e. the regions that the vendor has offices/presence. (Please provide any other additional information that inABLE should be aware of. 

Requirements: 

• An existing attendee management system capable of managing onsite registration and badge printing. 
• Ability to operate both online and offline to accommodate varying connectivity. 
• Integration with QR code generation for unique attendee identification. 
• Provision of self-check-in kiosks with user-friendly interfaces. 
• Scannable badges for attendance tracking and session management. 
• Comprehensive reporting capabilities for attendance and session data. 
• Giveaway management system with accountability measures. 
• Efficient check-in process with the ability to update badge details onsite. 
• Provision for on-demand delegate registration. 
• Accommodation of accessibility features, including Braille event names on badges. 

Objectives 

• Streamline the onsite registration and badge printing process for conference attendees. 
• Provide badges with unique QR codes for each participant. 
• Facilitate self-check-in through onsite kiosks. 
• Track conference attendance and manage sessions effectively. 
• Generate comprehensive reports on attendance and session participation. 
• Manage giveaways efficiently while ensuring accountability. 
• Ensure fast check-in and badge details update processes. 
• Accommodate on-demand delegate registration. 
• Provide accessibility features for disabled attendees.

Submission process  

Interested suppliers should submit their response to this RFP in a soft copy addressed to vendors@inable.org not later than 19^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.