Request for Proposals: Provision of Event Management Services

Tanzania
October 2022

Who We Are

Girl Effect is an international non-profit that builds media that girls want, trust, and need. From
chatbots to chat shows, TV dramas to tech, our content helps adolescent girls in Africa and Asia
make choices and changes in their lives.

We create safe spaces for girls, sharing facts and answering questions about health, nutrition,
education, and relationships, empowering girls with the skills to negotiate and redefine what they
are told is possible “for a girl”.

Our reach is 50 million and counting. And we’re using technology to reach girls at scale so every girl
can choose to be in control of her body, her health, her learning, and her livelihood.

Because when a girl unlocks her power to make different choices that change her life, it inspires
others to do so too. She starts a ripple effect that impacts her family, community, and country.

That’s the Girl Effect.

The Brand:

Tujibebe is a mobile-first digital brand that provides young Tanzanian girls with the information and
the inspiration they need to make choices about their health, learning, and livelihood- from setting
up a small business and saving for the future, to speaking up about body concerns and visiting a
health centre.

Meaning “let’s lift ourselves up, together” in Swahili, Tujibebe brings young people together to
overcome life’s challenges and realize their ambitions.

Tujibebe’s content is accessible online whether girls own or borrow a mobile phone - connecting
with girls via a radio drama, radio chat show, interactive audio stories, social media, and IVR
channels.

Tujibebe’s Ambitions:

We have ambitious plans for Tujibebe and its role in creating irreversible change for Tanzanian girls.
To achieve this ultimate goal, we need to reach mass scale and mass acceptance. This means
increasing our brand awareness throughout society, increasing our connection with girls on the
ground, working directly with local community radio stations within their community, and piloting
our girl networks initiative in the future.

At the same time, we are beginning to transition to a new core audience of young women (18 -
24-year-old girls with a bullseye on 18*), a shift that will allow us to tackle broader SRH themes in
line with our discussion with the government. This alongside a deepening focus on economic
readiness, economic empowerment, and encouraging savings behavior in young women across
Tanzania. By equipping and inspiring girls to make positive economic choices and access financial
services and economic opportunities, we will open up new economic opportunities for adolescent
girls and young women (AGYW).

The Context for this Call for Proposals:

In partnership with the Fossil Foundation, Girl Effect is implementing a project to empower youth in
Tanzania by generating demand and creating awareness for various economic empowerment
services, products, and opportunities already available to young people in the Northern and Lake
zones. Through Girl Effect’s Tujibebe youth brand, our content has shifted knowledge and attitudes
amongst youth in other parts of the country, but limited access to media in the Northern and Lake
Zones hasn’t allowed us to reach these regions.

Through this project, we are using peer-to-peer research and human-centered design co-creation
sessions with girls and boys to develop and adapt content.This features inspiring real-life success
stories delivered through festivals and offline activations. The festivals are an opportunity to
engage with girls on the ground and bring Tujibebe and our partners’ services on saving and
employability skills closer to them, with a vision of about 600 youth (90% girls, 10% boys)
participating across all festivals.

Objective:
The festivals are a chance for girls to interact with our brand, learn more about saving and
employability skills, signpost them to our partners, and also for us to gain insight into their world.
The festivals, 1 in each of the 3 targeted regions, will include various activities. We will work with
and lean on the expertise of an event management company to plan, coordinate and bring the
events to life. Potential activities/activations will include, but are not limited to;

● Competitions: Financial game show (answer a question and win prizes).

● Tujibebe booth: Girls will experience Tujibebe content (audio & video) and talk to Tujibebe
staff. Content includes videos, audio, etc. It will also include a recorder for girls to share
their thoughts.
● Musical Performances/ Dancing.
● DJ Booth
 ● Partners booth: Partners will include community savings groups (VICOBA), banks, and
digital trainers for girls to learn about services applicable to them.
● Networking / Speed dating booths: One-on-one sessions with girls on how to pitch
business ideas, answer job interview questions, what makes a good CV, etc
● Radio booth: Our regional radio partners will broadcast that week's show from the location
and get girl vox pops about the event.
● Photo booth: A photo booth is a fun and entertaining way for the girls to become involved in
the brand, plus it is always great to share on social media.
● Story booth: Professionally filmed short interviews / Video feedback from girls on the
festival experience, and what economic empowerment services, products, and
opportunities they were exposed to.

Targeted Regions
1. Moshi
2. Mwanza
3. Kagera

Who is the audience?

We would like a diverse cohort of young women representing the audience that Tujibebe
desires to connect to at the festival. Our cohort should include girls from the following
backgrounds;
● Girls between the ages of 18 - 24.
● In school (secondary or college) and out-of-school girls.
● Abled and disabled girls.
● Girls from low-income households.
● Ability or disability.
● Young mothers.
● Girls who are married.

Description of the assignment

The assignment will be carried out in three parts namely:

Preparation ( Before the Festival): This will involve planning and logistical activities including but
not limited to:
● Working closely with the Girl Effect creative team to build the festival activity
setup/agenda/layout.
● Recruitment of girls to attend the festivals.
● Press release out to all local/national media for festival coverage.
 ● Coordinate, and oversee the light, sound, audiovisual, scenery, technical requirements,
staging, and other elements and branding requirements of the overall Festivals.
● Advertising and dissemination of festival details to intended girl attendants.
● Securing, booking and managing festival venue in all 3 regions.
● Get permits from the local government.
● Coordinate and liaise with Festival partners’ on booth setup.
● Securing and undertaking all administrative tasks such as - reaching out to influencers,
issuing letters and getting permits from official channels, moderators and other personnel
involved in the activities
● Securing volunteers and event coordination team
● Coordinate travel logistics for the team.

Execution (During the Festival): This will involve activities conducted during each Festival,
including but not limited to:
● Ensure a clearly labeled and practical floor plan is set up as per the approved floor plan.
● Ensure the event adheres to health and safety standards i.e. (standby ambulance on
location, trained first aid personnel, and accessible fire extinguishers around the festival's
venues).
● Prepare and set up a public information support service/information kiosk for Festival
attendants on-site where they can register and ask for assistance/information.
● Ensure that the booths are set up on the appropriate date, and all booths are labeled
correctly.
● Ensure all venues/ zones are appropriately labeled and free flow of traffic.
● Inspection and coordination on ground all through the Festival.
● Ensure hospitality is well labeled and clean sanitation services and support throughout the
Festival.
● Ensure that there is always coordination of security, hostesses/ ushers.
● Ensure proper coordination of all 3rd party set up.
● Ensure adequate catering (Soft drinks and bites)
● Coordination of banners set up and other brand positioning elements
● Coordinate and analyze participants’ feedback based on on-ground surveys.
● Ensure that there is always on-site management and clean-up.
● Manage content collection at the Festival;
● Photographers – for social media and media.
● Videographer – for social content and media, particularly from the photo booth, to
produce stories to share through the campaign.
● Journalists' coverage of the event.
● Managing technical and sound setup.
● Hold a debriefing session with the Girl Effect Creative team before, during, and after the
conference.
Completion (After the Festival)
● Ensure the set-down of the event is done promptly, and all exhibitors have left with all their
goods and remaining products.
● Supervise venue clean up
● A meeting with the Girl Effect organizing committee to evaluate the Festival.
● A final report on service delivery should include (not limited to) the following -
○ Per event details
■ Location
■ Scale of footfalls planned versus actuals
■ Demographics of attendees - gender, age split, from recruitment to actuals
■ A view of how the booths worked, including
● what was most popular within each booth
● as well as most popular booth overall
■ Photos, and videos - including bts, and rough cuts dropped in a google drive
folder owned by GE.

Intended Timelines

● Terms of reference published: Oct 14, 2022

● Questions/Clarification Deadline: Oct 18, 2022
● Deadline for responses: Oct 20, 2022
● Supplier selection, contracting and briefing: Oct 21, 2022
● Project commencement: Nov 7, 2022

○ Moshi Festival: Nov 19, 2022

○ Mwanza Festival: Nov 26, 2022
Kagera Festival: Dec 3, 2022
● Project end: Dec 15, 2022

Who You Are

(The Consultant should be a firm)

● Should demonstrate a thorough track record of not less than 5 years of corporate event
management and brand activation.
● Technical expertise in event management, fundraising, marketing, branding and related.
● Proven familiarity and practical experience with event planning for local and international
development agencies.
● Creative thinking, drive for results and strong commitment.
 ● Must be able to guide the team while planning for event.
● Excellent verbal/written ability in delivering high profile reports/presentations at all levels.
● Demonstrate Experience in engaging with Government, Donors, Foreign Investors,
Business community, including Corporate, Medium and Small companies.

Reporting
This engagement will be managed by a member of Girl Effect Tanzania’s Create team, who will work
with the successful supplier to ensure its timely and thorough execution.

Proposal Submission
Interested firms are asked to submit the following to support their candidature (Max 5-10 pages):

Technical Proposal
● Your understanding of the brief and why you feel you are well-placed to advise us on this
○ Showcase any previous relevant work experience
○ Provide a minimum of three recent examples of success in large/Medium-scale
event planning
○ Intended approach, plan, capacity, competence, and other relevant information on
the ability to successfully deliver on this.
● Contact details of three referees that can attest to the scope and magnitude of similar
assignments
● Include a brief statement about any key relationships, business or personal, that you, your
company/team has that they believe might bring value (sponsorships, media exposure,
access or otherwise) to achieving the event's objectives.
● Ethical plan and safeguarding young people: Girl effect is committed to ensuring that the
rights of those participating in the events/ festivals are respected and protected per our
Global Safeguarding Policy. The consultant team should set out their approach to ensuring
complete compliance with international good practices on ethics, data protection and
safeguarding during the events/festivals. Specifically, the consultant shall explain how
appropriate, safe, non-discriminatory participation of young people wil be ensured. Also,
explain how ‘do no harm’, confidentiality and data privacy of young people will be
guaranteed. An ethical approval is required by the Government for this event/festivals.
Consideration should be given to:
○ Administrative, technical, and physical safeguards to protection in the event and;
○ Data protection and secure maintenance procedures for personal information.

Financial Proposal

● Please include a budget that provides for all anticipated costs and fees associated with
 planning and executing the events.
● All actions and anticipated expenses should be itemized with all rates for services included.

Evaluation Criteria
The criteria against which proposals will be evaluated are listed below:

● Technical Evaluation
● Understanding and interpretation of the TOR - 10%
● Qualification and experience - How your experience is relevant to the assignment –
provide concrete examples - 25%
● Organizational capabilities - Intended approach, methodology, plan, capacity,
competence, portfolio, and other relevant information on the ability to deliver the
Festivals successfully -25%
● Ethical Plan- Data Protection and Safeguarding- 10%
● Financial Evaluation
○ Value for money/proposed budget breakdown - 30%

Technical and Financial proposals will need to be submitted as separate documents. Financial bids
will not be opened until the technical evaluation and then only for those proposals deemed qualified
and responsive. If selected, prepare an inception report detailing the plan for preparation,
execution, and completion of the conference.

Please note that Girl Effect is not liable for any cost incurred during the award/contract
preparation, submission, or negotiation of the award/contract. All submitted documentation
and/or materials shall become and remain the property of Girl Effect.

VALIDITY of the proposal shall be for 90 days from the date of bid closure.

How to Apply

To apply for this opportunity, please submit a proposal by email with the subject line “Event
Management Services” to suppliers@girleffect.org by October 20th 5:00 PM EAT.

Prospective respondents with questions regarding this RFP may submit their enquiries to the same
address provided by October 18th 5:00 PM EAT.

Tax

Applicants are advised to ensure that they clearly understand their tax position regarding local
jurisdiction tax legislation provisions when developing their proposals.
Disclaimer

Girl Effect 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. Girl Effect shall inform the
ONLY successful applicant(s). The process of negotiation and signing of the contract with the
successful applicant(s) will follow.

Safeguarding

You may be required to undertake safeguarding checks. The successful applicant will be expected
to adhere to our safeguarding and data policies. We encourage you to read and understand our
safeguarding policy, the executive summary of which can be found Here We have zero tolerance for
all forms of violence against children, beneficiaries and staff.

Equal Opportunities

Girl Effect is committed to equal opportunity regardless of race, colour, ancestry, religion, sex,
national origin, sexual orientation, age, marital status, disability, gender, gender identity or
expression. We are proud to be an equal-opportunity workplace.

We are committed to building an organization that is increasingly representative of, and works
extensively with, the communities that we serve. To this end, due regard will be paid to procuring
consultancy service organizations and individuals with diverse professional, academic and cultural
backgrounds.