Summary of the assignment:
| Nature of assignment | Short Term – Renewable |
| Location | Tanzania |
| Reporting | To Executive Director/CEO |
| Application Deadline | 20th January 2022 |
About EABC
The East African Business Council (EABC) is the apex advocacy body of Private sector associations and Corporates from the 7 East African Community (EAC) Partner States (Kenya, DRC, Tanzania, Rwanda, Burundi, Uganda and South Sudan). Established in 1997, EABC strives for excellence and is the most renowned regional platform for businesses to present barriers and jointly chart out solutions to drive economic growth, ease and reduce the cost of doing business in the EAC. EABC has Observer Status at the East African Community (EAC) level. This offers an authentic avenue to prioritize, present, and articulate the private sector agenda to the EAC Council of Ministers and the Summit of the Heads of State to inform policy decisions towards facilitating trade and investments for increased prosperity in the EAC.
EABC’s mandate is to represent and promote the interests of the EAC business community, provide value-added services that enhance trade and competitiveness, and participate actively and positively in influencing legal and regulatory reform to improve the business environment. EABC works with the major stakeholders such as the EAC Secretariat, Organs, Institutions and National Governments and provides input in policy discussion while advocating for the implementation of resolutions at the national level aimed at increasing intra-regional trade and investments.
Rationale
EABC has embarked on conducting events to create value for members and strengthen public-private dialogue, business to business (B2B) networking relationships to promote sustainable private sector-driven growth in the EAC. Given the above EABC would like to hire the services of an event organization and a management firm.
Scope of Work and Duties
The main tasks and responsibilities of the event organization and management firm are:
| 1 | Overall Event organization |
| Conceptualization of topical events and coordination of the Event | |
| Stakeholder mapping and engagement | |
| Regular meetings with EABC Secretariat for conference planning | |
| Site visits to prepare the conference location (venue) | |
| Planning and coordination with all third-party suppliers | |
| Regular updates to the Client on the Event progress | |
| Post-event report submission | |
| 2 | Financial and Conference Budget Management |
| Development and Management of the conference budget | |
| Develop a fundraising proposal including sponsorship strategy and package | |
| Resource mobilization: sourcing sponsorship from corporate companies, development partners and other stakeholders | |
| Handling third-party supplier payments | |
| 3 | Conference Venue |
| Sourcing an appropriate meeting venue | |
| Venue negotiation | |
| 4 | Conference website |
| Basic website page design to be hosted within the EABC website | |
| Full website content management including conference and exhibition information | |
| Maintenance of conference program information | |
| Maintenance of sponsor information (Logos, Names) | |
| Maintenance of Awards portal including the application process and award rules | |
| 5 | Sponsor Management |
| Develop sponsorship strategy and package | |
| Solicit funds from potential sponsors | |
| Coordinate sponsor logos to appear on the website and conference collaterals | |
| Coordinate sponsor branding at the conference facility | |
| Sponsorship tracking (logos, level of recognition at conference, benefits) | |
| 6 | On-site Logistics |
| Ongoing liaison with venue management and staff | |
| Design and Coordination of all on-site aspects of the conference including exhibition pavilions/booths, segmentation of participants e.g. sectoral/clusters etc. | |
| Ensuring the security of delegates before and during the event e.g. setting security team, metal/explosive detectors at all entry points, scannable IDs etc. | |
| Managing seating arrangements as required during the conference | |
| Managing on-site set-up and sponsor banners | |
| Hire and manage event staff on site | |
| 7 | Audio/Visual and Technical Requirements |
| Determination of conference AV and technical requirements | |
| Negotiation of the contract with AV third-party suppliers | |
| On-site liaison with AV and technical suppliers | |
| 8 | Delegate Management |
| Liaise with relevant immigration authorities to facilitate VISA applications and the necessary documentation to cross the border | |
| Sourcing delegate lanyards/IDs and giving away | |
| Liaise with the relevant border agencies to clear exhibition materials and relevant goods | |
| Preparing delegate conference folders[FD1] | |
| Manage the registration table at the conference | |
| Manage RSVP process | |
| 9 | Exhibition Management |
| Sourcing for exhibition booths | |
| Negotiating contract for the supply of booths with 3rd party suppliers | |
| Develop exhibition sponsorship proposal | |
| Solicit exhibitors | |
| Develop a layout/plan for booths and exhibitions | |
| Liaise with the hotel for booth set up and set down | |
| Coordinate the AV and technical requirements for exhibition rooms | |
| Generate exhibition floor plan and space utilization | |
| 10 | Speaker Management |
| Sourcing conference speakers | |
| Sending formal invitation letters to speakers | |
| Overseeing Speaker logistics at the conference | |
| Arrange to meet and great for the speakers upon arrival | |
| Sourcing speaker gifts | |
| 11 | Program Management |
| Coordinate graphic design, layout and sponsor logos | |
| Collect and Collate content for the program | |
| Coordinate program printing- 3rd party supplier | |
| 12 | Social Media Management |
| Develop social media strategy for the event | |
| Develop a social media content plan/campaign | |
| Design promotional materials for the event | |
| Manage social media calendar as per predetermined content plan | |
| 13 | PR/Media |
| Develop and implement an integrated media and communication plan | |
| Prepare all press releases for the Conference and Award | |
| Prepare a media proposal for the Media partner | |
| 14 | Event Booklet |
| Develop a framework for booklet | |
| Identify key stakeholders for interview and content | |
| Determine the rate card for advertising in the booklet | |
| Sell advertising space within the booklet | |
| Engage printer on final layout and production | |
| Manage booklet distribution process | |
| VIP Management | |
| Coordinate the invitation of Heads of State | |
| Liaise with State House staff on logistics and planning | |
| Coordinate meet and great for the Heads of State at conference facility | |
| Manage the VIP holding area on the day of the gala dinner | |
| Coordinate security requirements with hotel staff and state security |
Deliverables
- Concept notes on the proposed events and calendar
- Organize 2 High-Level Events organized per year
- Generate income (USD.200,000) and profit from the High-Level Events
Terms of Payment
The payment for the consultancy will be on a commission basis to be negotiated upon by both parties.
Qualifications and Experience
A suitable consultancy firm should hold the following qualifications and key competencies:
Professional Experience: Expertise / Master’s in business administration, marketing or any other relevant field is required.
Work Experience: A minimum of four (4) years of demonstrable experience in event and high-level conference organization in East African, Africa and Internationally.
Fundraising: Must demonstrate strong knowledge and experience in fundraising for high-level conferences
Communication and Networking: Ability to communicate effectively, stakeholder identification & engagement, strong experience in developing event plan.
Languages: Fluency in oral and written English is required as it is the main EAC working language. Good working knowledge of French and Kiswahili will be an advantage.
Nationality: This consultancy is open to all Consultancy firm’s worldwide.
The application processes
All interested firms should send their applications in particular firm profile and indicate the proposed commission sharing model on income and profit generated from the events.
All applications should be addressed and submitted to: –
The Executive Director / CEO
East African Business Council (EABC)
Ninth Floor, Mafao House, Old Moshi Road P. O. Box 2617 Arusha, Tanzania.
Email: procurement@eabc-online.com with a copy to director@eabc-online.com
Clearly marked “Event Organizer / Management”.
Applications close on 20 January 2022 at (5.00 p.m.)
EABC is an equal opportunity employer thus recruitment is on merit and with no regard to one’s age, colour, gender, marital status, disability or impairment, race, or creed.
Canvassing shall lead to automatic disqualification.
Environmental aspects will be taken into consideration.
