Events Management and Production Firm

Introduction and Background:

The Frontier Counties Development (FCDC) Kenya is a vibrant and dynamic coalition of counties in Kenya’s northern and eastern regions. Its purpose is to foster collaboration and drive development in areas that have historically faced economic and social challenges. At its core, the FCDC responds to the need for a more integrated approach to regional development, aiming to leverage collective strengths and resources to address these challenges more effectively.

In practice, the FCDC serves as a platform for dialogue and coordination among member counties, helping to streamline efforts and align goals across the region. It champions initiatives that promote economic growth, such as improving transportation networks to better connect remote areas, enhancing access to essential services, and fostering local industries. Through this advocacy, the council seeks to secure more equitable investment and support for the region’s development.

FCDC in collaboration with DLCI (PPG Secretariat) has been organizing pastoralist leadership Summit (PLS). The 4th Summit is organized in collaboration with State Department of ASAL, DLCI (PPG) Secretariat and FCDC that constitute the conference joint Secretariat hosted by the County Government of Wajir.

Background and Rationale;

The 4th PLS conference will be held from November 28th to 30th, 2024, with over 500 participants in Wajir County. The technical logistics of the Pastoralist Leadership Summit (PLS) have two essential elements. The first is an on-site location (studio) accompanied by a fully-fledged production, where all audiovisual elements and design work will be catered for, and an A-frame tent (500 capacity) with all other accessories.

The second element requires the ability for any attendee anywhere in the world to view and listen to projected presentations and event proceedings from the on-site location without having to download or install new software on their computer or phone or have the option to join the Summit via zoom or social media at no additional cost.

Scope of Work:

The objectives of the assignment are:

• Organize and coordinate the PLS 2024 closely with the PLS joint Secretariat, which is mainly formed by the FCDC and DLCI teams.
• To set up a suitable online platform/system and coordinate its use before, during, and after the events. Preferably Zoom and social media (YouTube, Twitter (x), etc.)
• To manage communication of the upcoming events for targeted audiences in close coordination with the FCDC team.
• Liaise with the Parliamentary staff and Joint PLS Secretariat in preparing and disseminating a conference report.

Target Audience;

• Local leaders, Members of Parliament, Governors of the FCDC region, and Government representatives
• FCDC Representatives
• Development partners, including program implementing partners
• Members of the public

Scope of Work;

The scope of work, description, and expected results are described below.

• Physical event set-up
• The event website set up with online registration portal
• Recce at Wajir days before the event with the FCDC team
• Stage setup with A-frame tent, lighting, red carpet, and 5 VVIP toilets
• Screen panels are set up for use seamlessly by 500 participants and provide additional panel screens around the tent to enable participants seated at the back to be fully involved in proceedings.
• Remote Public Address (PA) and Sound system and sufficient microphones
• Venue branding to represent the organizers (FCDC, DLCI, PPG & state Department of ASAL), Host County, and the funders
• At least one camera and sound person in each of the six breakout tents
• Prior training of the speakers, moderators, and rapporteurs on any navigation tools for the actual events.
• Full-scale dress rehearsal/dry run with presenters on engagement and delivery. Prepare adequately the presenters for technical content
• Allocate a dedicated events manager to the PLS Joint Secretariat. This will include one-hour pre- and post-event check-ins, sound checks, and a review of event flow with consistent internet availability/backup
• Provide a comprehensive final event report to FCDC, including attendee demographics, poll and survey responses, and text questions log from participants’
• Full recording for the event
• Creative and Design
• Design banners, photo booth frame, social media graphics, and merchandise for the physical event
• Design profiles of speakers. These will also be used for introductions during the sessions and placed on the event website.
• Prepare holding slides and background montage before official events start and for early sign-ins in line with PLS
• Creative standardization of speaker presentations in collaboration with the joint Secretariat communication
• Capture a highlight video for the
• High-quality photography throughout the event
• Provide any other design/technical-related support that may come up during discussions.

Reporting

• Coordinate Five Rapporteurs assigned by the joint Secretariat to report on the event. Ensure complete documentation of the conference critical highlights of the discussions, decisions, resolutions, and outcomes, including plenary sessions, group discussions, and breakout activities.
• Final designed report – Detailing and synthesizing information gathered from PLS, identifying emerging themes, challenges, and opportunities

Activity deliverables

• Speaker profiles are designed in video and PDF
• Creatively enhanced speaker
• Practice sessions to prepare speakers and moderators on digital engagement and
• 3–4-minute highlight video
• Photography
• Rapporteur with a detailed report documenting the PLS proceeding throughout the event.

Key deliverables

Deliverables

Percentage of Payment

1. Deliverable before the event– Event identity and creative design elements, Successful preparation of the key speakers and dry run/rehearsal of the events

50%

2. Deliverable before the event – Successful event delivery and acceptance of final products by the joint Secretariat approved by FCDC (final payment), complete event report, documentation of media coverage, post event edited videos, social media reports, mainstream media reports, post event survey and post event report

50%

Implementation Arrangement

The firm will work under the direct supervision of the CEO, FCDC in collaboration with CEO DLCI/PPG.

Required Skills and Experience

• Creative design skills and experience in live-streaming conferences and events on a stable web platform.
• At least five years of experience in events production.
• Background training, working knowledge in emerging technologies, and virtual engagement and communications methodologies would be highly desirable.
• Experience with high-level clientele and international NGOs would be desirable.
• Teamwork skills and the ability
• High quality of video and production skills
• High-quality reporting skills.
• Application Process

Interested consultants should submit:

• A cover letter outlining their qualifications and experience relevant to the assignment.
• Detailed technical proposal
• A financial proposal.

Selection Process:

Applications will be reviewed and only successful firm will be contacted. Canvassing will lead to automatic disqualification.