1. Background
The African Capacity Building Foundation (ACBF) was established in 1991 to build sustainable human and institutional capacity to support Africa's development. The current ACBF Strategic Plan 2023-2027 (which focuses on four key impact areas, namely Climate Change and Energy for Productive Use; Agribusiness and Food Sovereignty; Trade as an Engine of Economic Development; and Economic and Social Governance) aims to enhance the delivery capabilities of Africa’s transformation ecosystem for inclusive growth and sustainable development. ACBF supports capacity development in Africa through investments in capacity, knowledge sharing, and technical assistance to countries and regional and sub-regional organisations. ACBF's approach to capacity development focuses on addressing capacity needs and gaps, stakeholder ownership of interventions, project and program sustainability, and synergy of interventions with other development partners.
In carrying its mandate, ACBF organizes several physical or virtual events, such as the Africa Think Tank Summits convened since 2014. The 2025 edition is titled “Bridging Policy and Implementation in Public Financial Management for Economic Transformation and Governance in Africa” and is scheduled for 8-10 October 2025 in Addis Ababa, Ethiopia. This event will involve senior-level staff from different organisations, senior government officials, development partners, civil society, academia, and regional and international development specialists. The event may attract as many as 300 participants.
ACBF would like to engage the services of an Events Management Company (EMC) responsible for the overall management, organisation, planning, and running of the 2024 Africa Think Tank Summit.
2. Objective(s) of the Assignment
The overarching objective for the engagement of an Events Management Company is for ACBF to deliver on the 2025 Africa Think Tank Summit efficiently, meet the best international standards, and achieve the event's expected outcomes.
3. Scope of Services, Tasks (Components) and Expected Deliverables
3.1 scope of services
The Events Management Company will be expected to deliver on the following activities.
3.1.1 Pre-Summit
- Coordinating with the venue staff for the Summit.
- Developing the 2025 Africa Think Tank Summit event management and delivery plan based on the concept note with precise budget requirements, roles and responsibilities, resource requirements, milestones, and delivery timelines.
- Supporting and executing the communication plan in liaison with the Communications Unit for all the required communication support services (e.g., interpretation requirements and media coverage in print, electronic, and online).
- Engaging stakeholders for invitational purposes and conference updates.
This includes:
- Sending out invitations and managing the RSVP process.
- Assisting and dispatching invitation to local stakeholders.
- Facilitating the registration process (for both physical and virtual meetings), invitations, follow-ups, and updates on the confirmation and confirmations of VVIP, VIP, and other targeted speakers and guests.
- Reaching out to (and where missing proposing) Keynote Speakers and Session Chairs to track schedules.
- Managing logistics of the conference alongside the 2025 Summit Organizing Committee. This includes:
- Following up on all the action points/tasks and responsible officers to ensure the to-do list/checklist is current.
- Drafting communication letters for signature by the ACBF Executive Secretary.
- Compiling lists of all local relevant stakeholders to the Summit by function. Work with the ministry of finance and ACBF coordinator at AU
- Coordinating and attending regular planning meetings with the Summit Organizing Committee.
3.1.2 During the Summit
- Decorating the venue and sitting arrangements according to protocol requirements, the theme of the event, and audio-visual requirements and setting up the virtual meeting room to facilitate a hybrid procession.
- Arranging and decorating the hall for the exhibition.
- Arranging and decorating side rooms for interviews and panel discussions.
- Planning and coordinating special events such as dinners, on-site media interviews, cocktails, and exhibition sites.
- Overseeing the on-the-ground event logistics, transport, security, and protocol requirements in collaborating with staff.
- Assisting delegates with hotel reservations and any other logistical needs.
- Ensuring the smooth running of the Summit agenda by coordinating the event proceedings alongside IT and communications teams.
- Providing simultaneous translation and interpretation services for the duration of the event.
- Establishing a rapporteur team to provide daily updates on the event app and the conference website for the Summit proceedings.
- Undertaking other technical activities that will facilitate seamless event execution.
- If needed, organize daily debriefing sessions with the Summit Organizing Committee before, during, and after.
- Reporting on the delivery and outcome of the event and considerations for future events.
3.1.3 Post-Summit
- Facilitating the sharing of the Communique and Summit documents with participants and the larger stakeholders
- Developing post-conference material that can be sent out (stories for media, videos, newsletters, etc.).
- Producing the Summit report.
- Organizing and coordinating a post-conference review.
- Producing a final report on service delivery.
3.1.4 Expected Deliverables
The Events Management Company will be expected to deliver on the following:
- Plan of action for the tasks to be undertaken in preparation for the Think Tank summit.
- Delivery of the 2025 Africa Think Tank Summit according to the agreed Statement of Services and action plan.
- Report on each day’s deliberation.
- Proceedings of the Summit in English and French, with a record of attendance of participants, resource persons, and guests
- Audio-visual pack (videos and pictures on key highlights of the event)
- Final report on service delivery, reporting successes, challenges/lessons learned, and recommendations for future events.
The duration of this assignment is running from July to November 2025. The deliverables and tentative timeline are presented in Table 1.
Table 1. Timeline for deliverables
Tasks Description | Timelines (tentative) |
Inception report, including plan of action | 5 August 2025 |
Event delivery plan document | 30 August 2025 |
Delivery of the event | 8-10 October 2025 |
Audio-visual pack | 20 October 2025 |
Report of the Summit in French and English | 20 October 2025 |
Post-Summit materials | 20 October 2025 |
Final report on service delivery | 30 October 2025 |
3.4 Sustainable Procurement Requirements
ACBF is committed to managing its business and executing contracts in an environmentally and socially responsible manner. Bidders should set out how they will deliver the contract in a sustainable manner.
3.4.1 Economy:
Consultants are expected to observe the possibility of reducing cost and ensuring that value for money is extended ACBF.
4. Reporting Requirements
- The Event Management Firm and/or Consultant will report to the Head of Communications and Influencing.
5. Evaluation Criteria.
The proposals will be evaluated based Least cost-based selection criteria. The technical evaluation committee shall consider the technical proposals based on their responsiveness to the Terms of Reference, with a minimum technical score required of 70 points.
Table 2. Criteria, and point system for the evaluation of the technical proposals
Criteria | Max Points (100) | |
1 | Criteria, sub-criteria, and point system for the evaluation of the Full Technical Proposals: Points (i) Specific experience of the Consultant (as a firm) relevant to the Assignment | 20 |
2 | Adequacy and quality of the proposed methodology, and work plan in responding to the Terms of Reference (TORs): {Notes to Consultant: the Client will assess whether the proposed methodology is clear, responds to the TORs, work plan is realistic and implementable; overall team composition is balanced and has an appropriate skills mix; and the work plan has right input of Experts} | 30 |
3 | Proposed consultants’ General qualifications (general education, professional certificate, training, and experience): and competence for the Assignment in response to the TOR: The minimum technical score required to pass is 70 | 50 |
Total Points | 1 |
6. Team Composition & Qualification Requirements for the Key Experts
The Events Management Company shall have the following qualifications and experience:
- At least six years of experience organizing international high-level conferences, executive meetings, workshops, and seminars with at least 200 participants.
- Experience working with international organizations, with senior officials at the highest levels of government, civil society, international organizations, and the private sector.
- Demonstrated ability to lead teams physically and remotely and manage and follow through while working under pressure.
- Excellent organizational skills with the ability to plan and meet deadlines through and with teams of people and individuals from diverse, cross-cultural backgrounds.
- Excellent communication skills (oral and written) in English and French. The ability of the firm's team to communicate in other languages, such as Amharic Portuguese and Arabic, will be an added advantage.
- Ability to influence and negotiate with different service providers and deliver and work within the provided budgets.
- Proven full-time in-house multi-disciplinary events team (both technical and logistical) with good interpersonal skills and the ability to interact with senior officials at the highest levels of government, civil society, international organizations, and the private sector.
- Must be a self-initiating team, be able to work independently, and should have high personal work standards organizing, work planning, and scheduling skills, capable of handling large volumes of assignments accurately and thoroughly without losing focus.
- Ability to make objective decisions and resolve problems, exercising the highest responsibility to handle confidential and sensitive issues reasonably and maturely.
- Exceptional customer service orientation.
7. Submission Process
Consultancy firms that are interested in applying for the consultancy must submit the documents/information in section 4. The name and contact information of three referees for contact regarding relevant experience of the consultancy firm.
Consultancy firms are being requested to submit their technical & Financial proposals (encrypt with password), with the subject clearly marked, REoI Process No.:ACBF/ REOI/001/2025/KM/HEWLETT - Event Management Company to email address: submission@acbf-pact.org on or before 17.00 hours (local Harare time), on Monday 21 July 2025.