Kenya: Event Planning Consultancy

Partnership for Strengthening Maternal, Newborn, Child Health and Nutrition in Kenya (PSMNCHNK) 2^nd Scientific conference to be held on 5^{th ^} 6^th February 2020 at Safari park Hotel Nairobi

1.Background

Partnership for Strengthening Maternal, Newborn, Child Health and Nutrition in Kenya (PSMNCHNK) is an initiative by a group of seven organizations contributing to addressing the challenges faced in Maternal, Newborn, Child and Nutrition (MCNHN) in Kenya: Action Against Hunger, Aga Khan Foundation, Amref, Helen Keller International, Nutrition International and World Vision share and implement different MNCHN projects spread across different Counties. The partners are funded by the Government of Canada (GoC) through Global Affairs Canada (GAC) to implement respective project initiatives. The funding received is part of Canada’s total global commitment to reduce maternal and child mortality by 2020. The MNCHN projects being implemented in Kenya cover counties including Kilifi, Kwale, Siaya, West Pokot, Trans Nzoia, Kakamega, Busia, Bungoma, Kisii and Elgeyo Marakwet. The counties were selected based on the programmatic needs and available funds.

The seven partners are operating under a common theme; Holistic approach for improving health and nutrition in women, children and adolescent girls in Kenya. The theme is delivered under the following paths:

· Strengthening health systems

· Reducing the burden of disease for the vulnerable especially women and girls

· Improving nutrition status specifically for women and adolescent girls

· Ensuring accountability for results for both women and men

PSMNCHN aims to develop and share knowledge products geared towards contributing to the knowledge pool on MNCHN locally, nationally and internationally; change and enrich policy at National and Country level. In that respect

2.About the conference

The second PSMNCHN conference will provide a platform for knowledge exchange and skills development with a strong focus on the key priorities identified in the first conference “of sharing lessons learned on best practices across RMNCHN projects for effective programing and influencing of policies”.

Specific Objectives

· Demonstrate the PSMNCHN efforts to improve maternal child health and nutrition through evidence-based implementation

· Share knowledge products and lesson from successful approaches for improving quality of RMNCAH and Nutrition services and influence policy

· Utilize the PSMNCHNK group as a platform for policy influence, coordination and donor linkages for sustained program support

Conference themes and sub-themes include:

· Stream 1: Health System strengthening

· Stream 3: Creating demand for services

· Stream 4: Gender equity and utilization of health services

· Stream 5: Food and Nutrition Security

Expected Outcomes

1. Strengthened engagements, multispectral approaches and coordination through collaborative partnership at county and national levels.

2. Increased commitments for evidence-based programming, learning and scale up of impactful approaches

3. Sustained PSMNCK coordination, quality improvement and policy influence

3.Scope of Work

The Partnership would like to contract an event planner (firm/ consultant) to support the event successful coordination and execution. The planner will ensure preparation and management of all logistical issues and arrangements related to hosting a successful and professional event. Consultant shall oversee other service providers, as needed, and ensure that the execution process is seamless. Under the general direction and supervision of PSMNCHN, the planner, will accomplish the following;

3.1 Preparation and Management of the Conference:

· Follow up conference budget and Identifying potential sponsors/ donors and reach out to them for support.

· Help the organization, monitor budget vs. expenditures

3.2Participants’ management: Working with admin& logistics committee the planner will

· Establish the list of targeted participants/ delegates;

· Ensure invitations are sent out to ALL targeted delegates/ participants;

· Follow up on invitations via telephone, email etc;

· Administer registration through website and compile confirmed registration list of participants, speakers, support staff, event management team, ushers, etc;

· Identify and secure accommodation block booking for self-paying participants at alternate hotels and manage travel bookings;

· Send out Information Note to all participants (arrival details, hotels, visa requirements, general city info; etc.);

3.3 Venue preparation and logistics management: Working with logistics committee the Planner will

· Follow-up on the meeting venue to ensure its suitable for the event

· Allocate and arrange all meeting rooms (for plenary and break-away sessions)

· Allocate and arrange all the required booths for exhibitions

· Coordinate set up of exhibitors in liaison with technical committee

· Ensure all required audio-visual equipment and services are available in all the rooms as required;

· Coordinate planning and organization of all the meals available for all venues at the Conference Centre

· Carry out a security check and advice the conference secretariat

· Undertake a complete dry-run

· Coordinate stage set up, lighting and room deco

· Coordinate all transport requirements including: Airport transfers, Local run-around transport and Transportation of delegates from their hotels to the Conference Hotel

· Set up a secretariat room to support the event

· Set up an information desk at the Conference hotel

·

3.4 Branding and Communications Management:

in liaison with conference communication committee the planner will

· Coordinate the event look, feel and designs for branded item such as - conference logo (if required), support design and printing of conference brochure, poster and other marketing materials, banners and other promotional materials, conference bags, branded pens and notebooks for participants; badges with lanyards for all participants, speakers, Media, VIPs, etc;

· Support the design and printing of the programme

· Coordinating the developing and execution of media engagement plan targeting media coverage before, during and after the conference.

The plan should include the following as advised by secretariat

· Plans for a media launch ahead of the conference

· Plans to create a steady drum-beat of visibility for the Conference

· Plans for a press conference during the event.

· A schedule for high profile interviews in the print media and on TV prior to and during the Conference;

· Plans for livestreaming of the Conference

· Develop and execute a social media plan

3.5 Documentation of the conference: The events planner will support the secretariat get a

· A photographer and videographer to capture the Conference activities

· Hire a rapporteur’s team

· Produce final conference report

· Produce a final Conference video

The planers will Provide daily update on the progress status to PSMNCHN and keep all relevant parties informed on issues and challenges faced for further solution/decision.

1. And perform any other tasks related to forum activities delegated by the team

4. Time frame and tasks per deliverables

The assignment will be undertaken as from November 2019- February 2020

Time frame

Number of days

Task

Deliverable

November-December 2019

20 working days*

Support the preparation of the symposium through discussion with organization teams and support in designing each session

· List of confirmed guests, speakers, facilitators available

· All guests are communicated to about the event

· Abstracts are reviewed communication to successful applicants done

· Agenda is finalized

· Sessions are prepared

· Organization team is briefed on their role during the symposium

January-February 2019

20 working days

Ensure the facilitation of each of the symposium session

· Concrete outputs are reached for each of the symposium session

· Exhibitions/booths are prepared-Rapporteurs are available and ready for the task

· Ensure branding/visibility is done appropriately and adequately

· Conference venue/hall and breakaway rooms are organized for the sessions

· Conference event on 5^th an 6^th February runs as planned

· Final report is prepared

6.0. Profile and Experience of Consultant:

Candidates for this consultancy should possess the following minimum qualifications:

· Highly motivated and experienced in coordinating and planning events for international and national level.

· Ability to liaise with donors and stakeholders in a professional and friendly manner.

· Excellent administration, organizational and time management skills.

· Excellent team work and participatory process skills.

· Flexible in working hours-ability to work evening and weekends if necessary.

· Ability to plan and prioritize work duties as well as work competently under pressure and tight deadlines.

· Consistently approaches work with energy and a positive, constructive attitude.

· Excellent communications and writing skills.

Submitting Application

Interested candidates are requested to submit their expression of interest containing their cover letter and detailed CV quoting their charges, to the email address below not later than Tuesday 29^th Oct 2019 to: psmncah-conference@hki.org