We seek for the services of an event organising company to host the Annual Convening of the Africa Higher Education Health Collaborative in Kumasi, Ghana from 21st-25th October, 2024.

Background

The African Higher Education Health Collaborative aims to create sustainable solutions that are partner-driven, building on networks that already exist on the continent to prioritize local, indigenous knowledge and expertise to enact positive and exponential impact.

Annually, the Health Collaborative brings together key stakeholders from Africa and beyond to collectively address shared health-sector challenges through a network approach. The annual convening also seeks to engage relevant health ecosystem partners and youth in knowledge exchange and to deepen the collaborations among partner institutions within the Higher Education Health Collaborative.

The 2024 Annual Convening of the Africa Higher Education Health Collaborative is to be hosted by the Kwame Nkrumah University of Science and Technology, Kumasi, Ghana.

Terms of Reference

In view of the above, the African Higher Education Health Collaborative, KNUST seeks to hire the services of an Event Organising Company with the following terms of reference:

1. Work with the local and the associated coordinating center to ensure smooth implementation.
2. Send out information to all delegates (arrival details, hotels, visa requirements, general city info, etc.).
3. Liaise with consulates/delegates regarding visa applications for delegates and speakers.
4. Arrange accommodation in Accra for participants who will arrive late and cannot proceed to Kumasi on the same day.
5. Organize ground transportation for participants (eg. from airport to venue and vice versa, site visits, etc).
6. Ensure all meeting rooms (for plenary and break-out sessions) are arranged and ready for each programme.
7. With the help of our IT Officer, ensure that all audio-visual equipment required for each programme is available and each session runs smoothly.
8. Ensure catering (i.e. coffee break, lunch and dinner) for each day is available for all delegates and that special dietary needs are catered for.
9. Coordinate food for site visits and special programmes.
10. Display the cultural aspect of who we are as a people.
11. Arrange gifts for Speakers, leaders of events and participants.
12. Any related activity that will enhance the convening.

Experiences Required

• Proven track record of successfully managing an event of this nature.
• Strong communication, customer service and negotiation skills.
• Ability to meet tight deadlines and work effectively with no supervision and at the highest level.
• Highly motivated, resilient, and resourceful with the ability to work independently and with difference partners.
• Should be familiar with creating, tracking, adhering to and reporting promptly.
• Ability to communicate effectively and liaise with all staff, clients, vendors, and relevant stakeholders.

Qualification

The event organizing company is required to provide managerial and logistical support required for the convening, the Lead should hold;

• A bachelor’s degree in hospitality, business administration or related field.
• Certificate in event planning or related fields.

Terms of Appointment

The Appointment shall be for SEVEN (7) MONTHS duration.

Mode of Application

Interested companies are requested to email the under listed documents in one (single) PDF file to hcmcf@knust.edu.gh no later than FRIDAY, MARCH 15, 2024, 17:00GMT.

• A cover letter (500-700 words)
• A detailed company profile and CV of the Lead including the contact numbers and email addresses of three (3) referees
• Evidence of company’s registration with PPA
• Tax Clearance Certificate
• Recent evidence of hosting a similar event.
• Relevant certificates.

Only shortlisted companies would be contacted.