Summary of the assignment:

Nature of assignmentShort Term – Renewable
ReportingTo Executive Director/CEO
Application Deadline20th 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.


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 Consultancy firm shall undertake the duties below under close cooperation and Partnership with EABC Secretariat and its National Focal Points and sector associations in all the EAC Partner States.

The main tasks and responsibilities of the event organization and management firm are:

1Overall 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
2Financial 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
3Conference Venue
 Sourcing an appropriate meeting venue
 Venue negotiation
4Conference 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
5Sponsor 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)
6On-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
7Audio/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
8Delegate 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
9Exhibition 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
10Speaker 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
11Program Management
 Coordinate graphic design, layout and sponsor logos
 Collect and Collate content for the program
 Coordinate program printing- 3rd party supplier
12Social 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
 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
14Event 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


  • 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: with a copy to
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.

Published On: December 7th, 2022 / Categories: Highlights, Tenders /