• Job Description

  Req#: EVENT003812

  TechnoServe is seeking proposals from qualified consultants for the following scope of work. For information on timeline, application requirements, and evaluation criteria, please review the full Request for Proposals P0023483 here.

  Please submit your proposal for this consultancy to buy+KE+P0023483@tns.org by September 15, 2023 .

  Scope of Work for Events Planner for Duka Association Launch
  Scope of Work: Event Management and Planning for the Duka Association Launch
  Program: Entrepreneurship Program
  Project: Launch of an Association
  Reports to: Program Manager
  Position Location & Travel Potential: Based in Nairobi
  Start Date: 22nd September, 2023
  End date: 30th November, 2023

  
  BACKGROUND
  Everyone deserves to build a better future. This simple idea has been at the heart of
  TechnoServe’s work around the world for over 50 years. TechnoServe is a pioneer in leveraging
  the power of businesses and markets to create sustainable pathways out of poverty.
  The low-income communities in which we work are full of enterprising people. Their small-scale
  farms and businesses are the keys to economic development. They however face many
  challenges including low literacy, lack of access to jobs and markets, unpredictable political
  dynamics, and, increasingly, the effects of climate change. For many women and young people,
  the challenges are even more daunting. The diverse team of TechnoServe staff works with people
  around the world to support them to lift themselves out of poverty. The results are remarkable;
  when incomes increase and living conditions for families get better, they are able to access
  health care and education that was previously out of reach. Communities and even whole
  countries are better off than they were..

  
  PROGRAM DESCRIPTION
  The Smart Duka initiative works with dukas to achieve individual duka efficiencies. The need to
  trace the sector's constraints from the base, and to ideate interventions from the bottom up
  informed this initiative. The project steps up the interventions towards formalizing the sector
  through the formation of Duka groups that have been very successful in developing beneficial
  partnerships with ecosystem actors. The project aims to move towards higher levels of efficiency
  and formalization as well as increase the sustainability of partnerships and relationships between
  ecosystem actors and micro- retailers.

  
  ABOUT THE LAUNCH
  The launch event will mark the official introduction of the National Duka Owners Association and
  will be a grand gathering of duka owners, corporate entities, government representatives, and
  industry stakeholders.

  
  Objectives:
  1. Raise awareness about the vision, mission, objectives, and benefits of membership of the
  National Duka Owners Umbrella Association.
  2. Foster networking, collaboration, and engagement among the on-site participants and
  virtually joining attendees.
  3. Create a seamless and engaging experience for both on-site and virtual participants.
  4. Ensure smooth execution and coordination of all event-related activities.
  5. Represent the brand of the National Duka Owners Umbrella Association with
  professionalism and excellence.
  The proposal is to have a half day morning event where we will host approximately 100
  participants on site and attract an unlimited number of participants that will join in virtually. The
  event will begin at 8 a.m. and end at 12.30 p.m.

  
  SCOPE OF WORK
  The consultant will perform the following tasks
  1. Pre-Event Planning and Coordination:
  ● Conduct an in-depth consultation with the National Duka Owners Umbrella
  Association and TechnoServe to gain a clear understanding of the event's goals,
  objectives, target audience, and desired outcomes.
  ● Create a detailed event plan outlining the key milestones, activities, and deadlines
  for the entire pre-event phase. This plan should be comprehensive and include
  tasks related to logistics, marketing, content development, and more.
  ● Develop a comprehensive budget that covers all aspects of the event, including
  equipment, catering, marketing materials, decor, entertainments, and any
  subcontractors they may need and contingency expenses. Ensure that the budget
  aligns with the financial guidelines and resources available to the National Duka
  Owners Umbrella Association.
  ● Any other activity that may arise in the planning of the event.

  
  2. Marketing, Communication, Media Engagement, Visibility and Reporting:
  ● Strategy Development: Collaborate to define a targeted marketing plan for both
  physical and virtual attendees, identifying the audience, channels, and timeline.
  ● Internal Approval: Seek committee approval for all marketing activities to ensure
  alignment with the event's vision and guidelines.
  ● Promotional Materials and Content: Design engaging digital and physical materials
  and maintain consistent messaging with internal stakeholders.
  ● Execution and Reporting: Implement the marketing plan across agreed channels,
  monitor performance, and provide regular updates to the committee.
  ● Media Engagement and Visibility: Invite media participation, enhance visibility in
  reputable digital and traditional platforms, and collaborate with the project team
  to prepare a press brief, blog post, articles etc.
  ● Comprehensive Reporting: Generate both high-level and detailed reports covering
  all phases of the Association Launch, including pre, during, and post-event
  publications.

  3. Event Agenda and Content:
  ● Work with the team to Develop a detailed event agenda, theme, programs,
  taglines, incorporating speeches, presentations, panel discussions, and
  interactive sessions.
  ● Coordinate with speakers and panelists to ensure their availability and provide
  necessary support and information.
  ● Work with the internal stakeholders in content development, including
  presentations, videos, and multimedia elements.

  
  4. Contractor/Vendor Management:
  ● Identify, engage and manage contractors for all aspects of the launch that they
  may not necessarily have capacity for and ensure alignment with event
  requirements and budget.
  ● Collaborate with the internal stakeholders to present chosen contractors for
  approval, meeting quality and cost standards.
  ● Prepare essential materials, including event programs, brochures, and promotional
  items, for inclusion in the participants' meeting pack.
  ● Design an official plaque for the unveiling of the National Duka Owners
  Association, incorporating the association's branding and significance and any
  related launch segment aspects.

  
  5. Event Logistics:
  ● Work closely with the Project Coordinator in internal stakeholders on all aspects
  of event Logistics seeking approval on different stages inline with TechnoServe
  procurement guidelines.
  ● Coordinate audio-visual equipment, staging, and technical support for both onsite
  and virtual setups.
  ● Ensure availability of Microphones, Sound and Lighting in case they are not
  available at the venue .
  ● Ensure the venue is well decorated with Technoserve colors and is well branded .
  Videography and Photography:
  ● Coordinate suppliers to provide high-quality raw and edited photos and videos
  during the day to help in live content sharing as well as necessary footage for
  media and other stakeholders to share .
  ● Share media with the team on a physical drive, designated drive and upload it on
  Google Sites and ensure to maintain a backup of the same for at leat on month.
  Entertainment:
  ● Develop a thrilling launch segment and source for all elements (e.g. confetti, ribbon
  cutting etc)
  ● Coordinate with the team to identify a suitable band for the event.
  ● Influence the band's playlist during the event to enhance the overall experience.
  On-Site Event Management:
  ● Oversee event setup and execution on the day of the launch, ensuring everything
  runs smoothly and on schedule.
  ● Manage registration, check-in, and participant guidance.
  ● Supervise event staff, volunteers, and vendors for seamless coordination.
  Virtual Event Management:
  ● Ensure the virtual platform is set up and tested for a glitch-free experience for
  remote participants.
  ● Provide technical support to virtual attendees before and during the event.

  ● Facilitate virtual networking and interaction opportunities.

  
  6. Identification of Invitees, Sharing Invites, Managing RSVPs, and Final Confirmations:
  ● Work collaboratively with the National Duka Owners Umbrella Association and
  Technoserve team to identify key stakeholders and target groups for the event.
  ● Design and develop formal event invitations with detailed information about the
  event, date, time, location (for on-site attendees), and virtual participation details.
  ● Share out virtual attendance on approved sites to ensure secure joining of pre
  approved participants
  ● Manage confirmations of attendance both physical and virtual attendees
  ● Handle partner communication and follow-ups via email and phone calls.
  ● Utilize various communication channels to share the invitations, such as email,
  official association websites, social media platforms, and industry networks.
  ● Set up a streamlined RSVP process to track responses from invitees, allowing them
  to confirm their attendance, express interest, or decline participation.
  ● Send final confirmations to all attendees, providing them with necessary event
  details, including any pre-event materials, agendas, and access links (for virtual
  participants).
  ● Manage final list of physical attendance for creation of tags and final confirmation
  with venue with the assistance of the Program Coordinator.

  
  7. Post-Event Reporting and Evaluation
  ● Prepare a comprehensive post-event report, including attendee feedback, media
  reporting with relevant links, lessons learnt and event performance analysis. This
  should be in a word and pdf report.
  ● Conduct a debrief session with stakeholders to discuss successes and areas for
  improvement sharing the same on PPT.
  Special Note:
  ● Approvals must be obtained at all stages to ensure alignment with TechnoServe and
  Association guidelines.
  ● Be prepared for potential role assignments or adjustments based on insights gained
  during the preparation period.
  ● Regular meetings will be conducted to maintain alignment, with the possibility of
  increased frequency as the launch date approaches.

  
  DELIVERABLES AND TIMELINES
  REQUIREMENTS
  1. Event Management Expertise: Proven ability to plan and manage diverse events,
  including launch events, with attention to detail and flawless execution.
  2. Project Management: Skill in coordinating multiple tasks, resources, and timelines to
  ensure successful event delivery.
  3. Effective Communication: Strong verbal and written English communication skills for
  interaction with stakeholders, partners, and participants.
  Task Start Date End Date
  Pre-Event Planning And Coordination: 15/09/2023 30/09/2023
  Marketing, Communication, And Reporting: 15/09/2023 15/11/2023
  Event Agenda And Content: 15/09/2023 15/11/2023
  Contractor/Vendor Management: 15/09/2023 30/11/2023
  Event Logistics: 15/09/2023 24/11/2023
  Identification Of Invitees And Rsvp Management: 15/09/2023 23/11/2023
  Post-Event Reporting And Evaluation: 24/11/2023 30/11/2023
  4. Strategic Planning: Proficiency in developing comprehensive event plans aligned with
  program objectives and target audience.
  5. Technical Proficiency: Familiarity with virtual event platforms, audio-visual equipment,
  and technical support for seamless on-site and virtual setups.
  6. Logistics Coordination: Organizational aptitude to manage event logistics, including
  registration, accommodation, transportation, and materials.
  7. Marketing and Promotion: Experience in crafting and executing marketing strategies,
  including digital invitations, social media campaigns, and media engagement.
  8. Problem-Solving: Quick and effective problem-solving skills to address challenges and
  ensure a smooth event experience.
  The consultant is expected to complete the specified deliverables within the given timeline to
  ensure the successful launch.
  Logistics
  The assignment does not provide any provisions for accommodations or per diems while in the
  region. No vaccinations, health/medical insurance or emergency evacuation insurance will be
  included.
  TechnoServe, Inc. is an equal opportunity employer.

• About the company

  TechnoServe is an international nonprofit that promotes business solutions to poverty in the developing world by linking people to information, capital and markets.

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