Consultant to Manage the Planning and Hosting of the Regenerative Agriculture Conference in Kisumu at Practical Action Kenya

Preparation (Pre-Conference)

• Coordinate the conference planning in partnership with the Conference Organizing Committee.
• Develop and secure approval for the event’s budget.
• Develop the conference programme.
• Identify and invite participants, including Keynote Speakers, presenters, panellists, and exhibitors.
• Co-ordinate online registration and confirmation of conference participants.
• Identify and book appropriate conference venue for 100 pax (tentative), including plenary, breakout rooms and exhibition area.
• Identify and secure accommodation and transport services for selected participants.
• Coordinate conference publicity, including a dedicated conference page on Practical Action’s website, social media, advertisements, media coverage and other strategies.

During the Conference

• Coordinate the logistics of the programme, including but not limited to onsite registration, plenary and breakout sessions, exhibition booths and equipment functionalities.
• Provide conference participants with name tags and branded carrier bag containing relevant branded stationery and information packs.
• Ensure conference décor, branding and signage meet agreed Practical Action’s standards.
• Manage shooting and editing of conference photos and videos.
• Arrange and manage logistics for a field excursion for select conference participants.
• Co-ordinate relevant reimbursements and allowances for conference participants.
• Co-ordinate a mocktail and dinner for conference participants.

After the Conference

• Schedule a meeting with Practical Action’s Conference organising committee within two weeks post-conference to evaluate the outcomes and learnings from the event.
• Hand over conference videos, photos, final report, and other relevant materials.

Time Frame and Key Deliverables

• This consultancy will take approximately 45 working days (24th July 2023- 15th September 2023). The consultant will be expected to:
• Prepare and submit a technical and financial proposal.
• If selected, prepare an inception report detailing the plan for preparation, execution, and completion of the conference.
• Coordinate and deliver the conference in line with the contract.
• Organise planning meetings in close liaison with the organising committee.
• Deliver final conference report, photos, videos, and other materials.
• Administrative and logistical support
• The Consultant will be accountable to the conference organizing committee and will receive day to day support from Practical Action’s Communication’s Unit during the assignment.

Required Competences and Experiences

• Proven record of accomplishment in organizing events of a similar nature (references and contact persons will be required).
• Must be a fully registered company and must be willing to show documentation of the same.

on or before 14th July 2023.