Request for Proposal: Provision of Ushering and Protocol Management Services:

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 5th Inclusive Africa Conference 2024 that will take place on May 14th-16th 2024 in Nairobi Kenya. This is a hybrid event that aims to host 300 in-person delegates and over 2,000 online audiences. This event embodies inABLE’s mission of empowerment and inclusivity.

Job Description

This Request for Proposal (RFP) document is intended to lead to the identification of professional organization specializing in ushering and protocol services that will play a pivotal role in creating a seamless and memorable experience for our diverse audience. inABLE is therefore soliciting from interested companies/individuals a request for proposal clearly showing the following:

• A company profile detailing the years of experience in protocol management and ushering.
• Approval or License from relevant authorities to offer note taking services (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, scope on contract, number of note takers, services staff, Start date of the 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 Financial proposal covering the cost for providing the services for the 3 days (14th 16th) and any other tasks related to this scope of work.

Key Responsibilities

• Ensure a seamless and welcoming experience for all attendees.
• Facilitate efficient and organized guest movement within the venue.
• Implement and manage VIP protocols to enhance distinguished guests’ experience.
• Respond promptly and professionally to inquiries and assistance requests.
• Greet and direct attendees upon arrival.
• Maintain order during entry and exit.
• Manage seating arrangements and guide guests to assigned seats.
• Provide information about event schedules, locations, and facilities.
• Address immediate concerns or issues raised by attendees.
• Coordinate with event organizers to identify and prioritize VIP guests.
• Escort VIPs to designated areas, ensuring a smooth and dignified experience.
• Facilitate introductions and interactions between VIPs and event organizers.
• Keep VIPs informed about the event schedule and special arrangements.
• Handle special requests or requirements from VIP guests.

Reporting Structure

Ushers and protocol officers report directly to the designated Event Coordinator, the primary point of contact for communication and issue resolution.

Dress Code and Appearance

Ushers will have business casual attire with branded identification badges. Protocol Officers will be in professional attire with discreet identification, ensuring a distinguished and approachable appearance.

Insurance:

Service providers must hold adequate liability insurance covering their activities during the event.

Additional Information:

All personnel must comply with inABLE’s policies on non-discrimination and confidentiality.

Clear communication protocols will be established between service providers, event organizers, and attendees. Security protocols will be outlined and adhered to by all personnel.

Mandatory pre-event training will cover event logistics, specific VIP protocols, disability etiquette, and emergency procedures.

Submission process

Eligible consultants are requested to submit their proposals online by 19^th April 2024, 5 p.m (EAT). Proposals will be evaluated based on qualifications and experience of proposed personnel. Shortlisted bidders may be invited for an interview or clarification session.

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