Summary
Date Posted: Thursday, August 25, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Terms of Reference Event Organizer
Background
LVCT Health is an established Kenyan NGO that is renowned for the implementation of health programs at scale in Kenya. Through its vision of Empowered Healthy Communities, LVCT Health is a leader in designing and implementing innovative HIV prevention and treatment approaches, sexual and reproductive sexual and gender-based violence programs reaching the most vulnerable populations. The organization works with the government and other stakeholders at national and county levels.

Objectives
In line with LVCT Health’s vision of Empowered Healthy Communities, the 20 years’ milestone celebrations are expected to;
1. Assert LVCT Health’s role as a leader in the provision of comprehensive HIV, Sexual and Reproductive Health & Gender Based Violence (SGBV) programming at facility and community level, research, health systems strengthening and policy influencing through innovative, integrated, comprehensive and high impact services and programmes.
2. Showcase LVCT Health work and impact of working with vulnerable and most marginalized populations ( adolescents and young people, survivors of sexual and gender-based violence, sex workers and men who have sex with men, people who inject drugs, people in prisons) most at risk of getting HIV infections and negative Sexual and Reproductive Health outcomes
3. Present LVCT Health’s success story and transformation journey in the last 20 years working with communities and partners in delivering health outcomes for Kenya and beyond; including our beneficiaries.
4. Spark reflections and discussions to drive LVCT Health’s goals for the next 20 years or so.
5. Celebrate our donors for their generous support in enabling LVCT Health contribute positive development and impact in the health sector at county, national and beyond Kenya; including our staff for their expertise and role in the delivery of health outcomes.
3. Scope of work
LVCT Health is looking for a qualified and experienced event organizer to create and manage engaging, successful 20th-anniversary celebrations.
The event organizer will work collaboratively with LVCT Health Technical Working Committee to implement planned activities before, during and after the celebrations.
In line with the above-specified objectives, the anniversary will amplify the organization's achievements in the last 20 years, showcase its journey, create discussions around its work and impact on the communities we serve, and present LVCT Health's next steps. The event organizer will submit a comprehensive proposal detailing the event's conceptualization to execute the proposed plan of activities.
The scope of work and expected outputs/deliverables will be the following:
• Proposal for Event Logo and application on the various LVCT Health communication and social media platforms
• Conceptualization of the look and feel of the event.
• Event Management Plan including invitation, guest relations, venue selection, sound, lighting, decor, audio-visual designs and layout of LVCT Health promotional materials, coordination of LVCT Health 20 years story display/ showcasing using appropriate platforms, brand collateral management and giveaways etc
• Social media and event amplification to target stakeholders in liaison with LVCT Health Communications and Knowledge Management team
• Media Coordination and Management in liaison with LVCT Health Communications and Knowledge Management team
• Coordinate LVCT Health county-based events in line with programmes and planned activities
4. Key Considerations
Working closely with LVCT Health Technical Working Committee and Event Planning Sub Committee, the event planner will undertake the following:
4.1. General logistical arrangements and management
• Provide a list of suitable venues suited for the LVCT Health 20th Anniversary celebration
• Working in line with LVCT Health procurement guidelines, source for quotations and secure the event venue approved by LVCT Health management
• Ensure the venue has accommodation facilities or near alternative accommodation options for guests who will travel outside Nairobi to attend the event
• Develop the event programme and have it approved in line with Management expectations
• Set up an area for exhibition of developed LVCT Health visual display materials, e.g. photo exhibition, promotional materials
• Work closely with LVCT Health ICT team to ensure all presentations are in place and uploaded when needed
• Ensure that the venue selected has service technicians on stand by to promptly provided needed support/ equipment
• Ensure the venue has high-speed internet access for the event participants
• Ensure all sound and lighting equipment are sufficient and working
• Manage all travel bookings and room reservations for participants travelling to the event from selected counties and outside Kenya.
• Manage registration of invited participants/guests and provide an update of the registration list
• Send out information to all participants, e.g. venue, accommodation, travel details, general city info for guests arriving outside Kenya etc
• Prepare and set up protocol arrangements for VIP guests/ speakers, e.g. Government officials, UN officials, donors etc
• Manage handout of event giveaways
• Set up a secretariat room with adequate staff to support the event
• Prepare and decorate the venue of the event in line with the event theme and LVCT Health corporate colours
• In liaison with CKM Department, print all event promotional materials with approved artworks ( banners, name tags, programme, pens, t-shirts etc.)
• Prepare the podium and other furniture and equipment required for presentations
• Liaise with media for coverage of the event
• Coordinate live streaming of the event
5. Duration of the assignment and focal point
The assignment will run from August/September until the end of November 2022, with all deliverables met within three months and during the official celebrations. The proposal shall include a detailed work plan and schedule, which will be guided and overseen by LVCT Health Technical Working Committee.
The event planner will report directly to the team with support from LVCT Health Communications,
Knowledge Management Manager, and LVCT Health Executive Director.
6. Qualifications and Experience for Consultants
Interested Consultant(s) should ensure their proposal are thorough, innovative and detailed as possible for LVCT Health to evaluate your capabilities to deliver the required services:
• At least 5-6 years of experience in leading high-level event management
• A complete company profile with a description of years of experience and qualifications of the team in undertaking the assignment
• Approach/scope of services per the stated activity and deliverable above
• Excellent organizational skills with the ability to plan and meet deadlines through and with teams of people and individuals from diverse backgrounds.
• Reference to previous similar events organized and managed
• Strong project management and financial/budget reporting.
• Excellent communication skills with the ability to write clearly, concisely and with strong verbal communication skills.
• Samples of similar works undertaken in the last 2-3 years with three recent references
• Other information not explicitly requested in this Request for Proposal that should be considered in the evaluation of the response may be included at the end of the proposal.
7. Application Requirements
Interested consultants must submit:
• A technical proposal not exceeding five pages detailing:
• Understanding of the Terms of Reference How your experience is relevant to the assignment – provide concrete examples.
• Intended approach, plan, capacity, competence, and other relevant information on the ability to successfully deliver an organization’s 20 years celebrations/milestones
• Detailed financial proposal quoted in Kenya Shillings and proposed work plan
• Company profile and relevant certificates Curriculum Vitae of staff showing their experience relevant to the consultancy.
• 3 References and/or Reference Letters with full contact details .
• KRA VAT, PIN registered and valid Tax Compliance Certificates (Attach documentation)

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
LVCT Health invites qualified consultants to submit a complete and detailed proposal via
NBO.quotations@lvcthealth.org; clearly marked “Terms of Reference for LVCT Health
@20Celebrations to be received no later than Friday 26th August 2022, 5.00 pm East Africa Time
(GMT+3).
Important Notes
1. THIS IS NOT AN ORDER.
2. The detailed and complete proposal MUST be submitted to LVCT Health via: email by COB Friday
26th August 2022, 5.00 pm East Africa Time (GMT+3).
3. Your proposal should indicate Final Cost, which includes all Discount, & all statutory taxes where applicable.
4. Acknowledge receipt of this request
5. All proposals or quotations MUST be submitted on firm’s official letterhead.
6. Price should be submitted in Kenya shillings and clear VAT applicable stated.
7. LVCT Health selection criteria require a supplier who will accept our Purchase Order or Contract agreement The proposal and supporting documents must be submitted in English.
9. Disclaimer
LVCT Health reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.To learn more about LVCT Health, please visit our website www.lvcthealth.org
LVCT Health is an equal opportunity employer and the successful consultant will be selected based on merit.

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