food and nutrition security organizing events organizer

Terms of Reference for
Provision of Event Management and Logistical Support to the National Conference on
Food and Nutrition Security
Safari Park Hotel, Nairobi Kenya 18th – 21st August 2015
Theme: Feeding Kenya 2015 and Beyond – Whose Responsibility
Objective: The forum aims at bringing stakeholders in food and Nutrition Security to discuss
key issues, challenges and opportunities with a view to ending food and nutrition insecurity.
Conference Organizers: This conference is being organized by the Ministry of Agriculture,
Livestock and Fisheries (MOALF). The conference intends to bring together 500 participants
drawn from all the Counties, Government Agencies, Universities, Research Institutions and other
relevant stakeholders.
Assignment: The Ministry is seeking to engage a competent Event Organizer (Consultant) who
will have responsibility for preparation and management of all logistical issues and arrangements
related to hosting a successful and professional conference.
Working closely with the Conference Organizing Committee the Events Organizer will identify
suitable service providers, as needed, and liaise with them regarding rooming, banqueting, IT
equipment and support and other related arrangements. The Events Organizer will be required to
provide proof of an efficient secretariat and clerical/administrative support. Additionally, the
Events Organizer will oversee the invitation and registration process and coordinate air travel
and transportation arrangements for all participants.
Qualifications of the Successful Event Management Agent and Minimal Requirements
A proven track record of having organized a conference of international standards
(references and contact persons will be required)
A proven track record of having handled international delegates, government officials
and the protocol decorum that it entails
Membership of Public Relations Society of Kenya and other PR or Communication
International Professional affiliations/bodies (membership certificate will be required)
The successful Professional Conference Organizer will be selected on the basis of their
past relevant experience and qualifications of key staff.
Lead consultants should be holders of at least a Degree in Communication, Journalism,
Public Relation or business related degree with a minimum of 10 years’ experience in a
private or public organization.
Contract Duration: The assignment will run for a maximum period of 50 working days up to and
during the Conference.
How to apply
Applicants are requested to submit an offer that will include (i) a company profile (including
number of personnel and references for previous similar assignments in the last 3 years (ii) an
explanation on how they intend to undertake this assignment; and (iii) a comprehensive budget
in Kenya Shillings to:
Cabinet Secretary
Ministry of Agriculture, Livestock &
P. O. Box 30028-00100
NAIROBI or Drop it at Tender Box on Ground Floor Kilimo House.
Closing date for receiving offers is 6th May 2015, 1700 hrs Kenyan time. Only shortlisted
applicants will be contacted and canvassing will lead to automatic disqualification.