USADF Youth Entrepreneurship Summit Events Manager

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Terms of Reference (TOR) for Events Manager of Youth Entrepreneurship Summit
 

Tentative: Nairobi, Kenya 26-28 February 2018
 

1. Background: The United States African Development Foundation (USADF), an independent agency of the U.S. Federal Government, seeks to convene around 60 of its current and past grantees of its Youth Entrepreneurship Portfolio for a 3-day conference focusing on networking and business skills development that is tentatively scheduled for 26-28 February in Nairobi, Kenya. 

 

These grantees have been awarded between US$10,000 and US$50,000 in seed capital to start or expand their business. 

USADF wishes to bring these current and past grantees together to touch on a number of topics relevant to their continued personal development as entrepreneurs and business leaders. 

USADF in collaboration with its in-country partner CEZAM seeks an event manager to manage venue selection, participant outreach, transportation, and budgeting.
 

2. Scope of Work:
 

The objective of the summit is to hold an anticipated 3-day conference that shall include trainings on various business skills.
 

An estimated 75-80 participants will be invited. In advance of the conference, Events Manager will be responsible for finding a suitable venue within budget for the proposed conference according to the following criteria:

  • Hotel (4 stars minimum, 5 stars preferred) with conference services capability for up to ~120 participants (grantees + invited guests)
  • Centrally located in Nairobi
  • 2-3 breakout rooms for Day 1
  • Double accommodation for grantees (all grantees expected to be accommodated at the hosting hotel)
  • Breakfast and Lunch included (per diem will be provided for dinner)
  • Participant round-trip transportation to venue from airport

Expected Budget to include double accommodations for 3 to 4 nights (depending on travel of grantees), breakfast, lunch, participants round trip to venue from the airport and conference fees.
 

Of these expected participants, the Events Manager will be responsible for organizing the airfare/transportation for approximately 55 grantees, paid for via CEZAM. Other participants will arrive via other means.
 

During the summit, the event manager will be responsible for smooth logistical operation of conference. 

These responsibilities include but are not limited to:

  • Check participants in, brief them on overall schedule
  • Arrange for per diem allocation per participant
  • Work with hotel staff and facilitator to ensure all presentation and logistical set up is to specifications
  • Liaise with USADF, CITI Foundation, and any government officials participating in the conference
3. Proposed Schedule / Timeline:

Youth Entrepreneurship Summit Timeline

5. Required skills and competences:

  • University degree
  • 3-5 years experience in events management or conference management
  • Excellent skills in working in groups and in concert with others
  • Excellent organizational skills
  • Highly Motivated self-starter
  • Ability to liaise with various stakeholders in a professional and friendly manner
  • Flexibility in working hours and the ability to work long hours in preparing the event
  • Fluency in English, both oral and written

6. Submission:
 

A technical and financial proposal based on the Terms of Reference outlined above must be provided by no later than January 8th. 

The proposal must include:

  • Full Curriculum Vitae of the Events manager
  • Costs for undertaking the contract
  • Supporting documentation for previous relevant work (i.e. Outcome report)
  • 3 reference who will be able to speak to your skills as an event manager

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