Request for Proposal: Provision of Ushers and Protocol Officers 

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 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 therefore requests interested companies/individuals to share comprehensive proposals clearly showing the following:  

• A company profile detailing the years of experience and proven expertise in protocol management and ushering. 
• Approvals or Licenses from relevant authorities to offer ushering and protocol services (Provide evidence of compliance with statutory requirements, certification and all other relevant licenses).   
• Provide a minimum of 5 client references of projects of similar size and scope that were 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 events. 
• Geographical presence i.e. the regions that the vendor has offices/presence. (Please provide any other additional information that inABLE should be aware of. 

Key Responsibilities 

• Ensure a seamless and welcoming experience for all attendees. 
• Facilitate efficient and organized guest movement within the venue. 
• Ensure accessibility within the venue. Make sure the corridors and conference rooms are barrier free. 
• Ensure the stage has the required set up arrangement including panel seats and podiums respective to the session design.   
• 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. 
• Keep VIPs informed about the event schedule and special arrangements. 
• Handle special requests or requirements from VIP guests. 
• All ushers should attend the disability etiquette training organized by the conference organizer.  

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   

Interested suppliers should submit their response to this RFP including a detailed quotation in 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.