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Organization: Aga Khan Foundation
Location: Kenya, Nairobi
Grade:
Occupational Groups:
Program/Project Management
Closing Date: 2024-08-09
Schools2030 Global Forum 2025 Event Planner
Terms of Reference
Aga Khan Foundation
The Aga Khan Foundation (AKF), founded by His Highness the Aga Khan in 1967, is a member of the Aga Khan Development Network (AKDN), one of the world’s leading poverty solutions networks. AKDN’s integrated approach makes long-term investments, builds permanent institutions, and cultivates an active civil society, impacting tens of millions of people annually in 30 countries. Alongside its sister AKDN agencies, AKF implements innovative, community-driven solutions that are based in decades of experience, learning and evaluation. In East Africa (EA), AKF is managing a robust and expanding portfolio of multi-sectorial initiatives that includes investments in education, early childhood development, sustainable economic development, and civil society strengthening.
Schools2030
Schools2030 is a global movement for holistic learning and teacher leadership. Implemented in ten countries spread across Africa, Asia, and South America (Afghanistan, Brazil, India, Kenya, Kyrgyzstan, Pakistan, Portugal, Tajikistan, Tanzania, and Uganda, the movement brings together a diverse coalition which includes educators, school leaders, civil society, researchers, international organizations and government across ten countries targeting 1,000+ schools, 50,000 teachers, and 500,000 learners. Our goal is to improve quality teaching and holistic learning, and to foster resilient education systems across the world, including for those living in remote regions and those facing multiple forms of marginalization and crises. We do this through a focus on teacher agency – recognizing educators as leaders, innovators, and active agents in education reform.
Global Forum
The inaugural Global Forum was held in Dar es Salaam, Tanzania in 2022; the second in Porto Portugal in 2023; and the third in Bishkek, Kyrgyzstan. Each year in June, Schools2030 invites more than 200 delegates with various expertise and perspectives – including teachers, policymakers, academics, civil society, youth and others – from over 30 countries to engage in critical dialogue with one another on a range of pressing themes in education.
The Schools2030 Global Forum is hosted in a different programme country each year in partnership with national education authorities, and seeks to celebrate that country’s unique cultural heritage, as well as its educational achievements. Schools2030 Global Forums aim to create spaces where teachers can showcase their innovations and be brought into critical dialogue with policymakers and other education actors from around the world, so that together, we can generate new insights, partnerships, and action steps about how schools, systems and societies can work together better to achieve SDG4 by 2030.
Vision
The fourth annual Schools2030 Global Forum will be held in Kenya, in June 2025. The event will bring together 200-250 delegates from over 20 countries to convene to discuss pressing topics around global education, teacher professional development, and teacher leadership and agency (exact theme TBD).
The event must integrate the Global Forum theme, the vision of the Schools2030 programme, and the values of the AKF, AKDN, and our partner organizations. The event should feel inclusive for all delegates, young people, teachers, education practitioners, researchers, and high-level senior representatives from development partners and ministries. The Global Forum is an interactive and participatory event to celebrate the achievements of teachers, young people, and the broader Schools2030 programme and a space for this diverse group to learn, discuss, and commit to actions that can transform the future of education. The Global Forum must reflect AKF’s commitment to climate action and net zero.
The Schools2030 Global Forum is not a conference, rather an engaging experience. The Event Planner must deliver an experience that reflects Schools2030, AKF’s broader education work (and other integrated development sectors), and the vibrant fusion of culture, technology, nature, and historical essence of Kenya.
Key words:
Celebratory Inclusive Inspiring
Engaging Sustainable Transformative
Collaborative Culturally informative Exciting
Visually powerful Citizenship Climate Friendly
Event Planner Scope of Works
Logistical and Administrative
- Organize and lead regular meetings of wider Global Forum planning committee (AKF team). Meetings should be biweekly, shifting to weekly in the weeks leading up to event.
- Provide a ‘hub’ or central point for all event coordination, including being the primary point of contact with the venue, hotels, suppliers, technicians, contractors, registration, Audio-Visuals (AV), catering, concierge, and volunteers.
- Receive detailed technical Runs of Show for each session as well as accompanying presentation material and media; the Event Planner will lead on ensuring these Runs of Show and materials are updated and organized in the days leading up to the event and will work with the AV team to ensure seamless technical running during the event
- Focal point for all musical and cultural performances or side events, including ensuring the correct sound system and AV requirements are in place
- Focal point for booking and managing any evening activities such as Welcome Reception, Team dinners, group tourism activity if applicable
- The planner may be required to support the team in identifying an appropriate venue for the event and accommodation facilities for the delegates. A comprehensive guide/criterion on this will be provided.
Delegate Support
- Develop and manage Schools2030 Global Forum microsite/app, which will include a registration system
- Manage the registration database, including a list of all invited delegates (both “general” and VIP delegates such as high-level government officials. The event planner will update these lists regularly once registration opens to ensure we have full and detailed accounting of all delegates
- Communication focal point for all delegates, including:
- Arranging flights and hotel stays for any “paid for” guests
- Supporting all delegates with queries related to their travel and accommodation
- Ensure all delegates understand and receive an ETA to travel into Kenya
- Arranging airport transfers for all delegates
- Supporting delegates who require special visas* (Visa invitation letters provided by AKF/AKDN)
- Ensuring delegates dietary or accessibility needs are met
- Developing a Travel Logistics document for delegates with information on travel advice, accommodation, ground transport, communication/sim card. Tourism and travel advisory
Staging/Event Design/Participant ‘journey’
- Event flow, signage, information boards, décor, visual displays, information/exhibition boards, event banners etc across multiple rooms and areas of venue, including registration area, coffee rooms, lunchroom, workshop rooms etc.
- Support on digital design assets as needed
- Work alongside Schools2030 communications team to design interactive and fun features for delegates that speak to the broader theme of the event
- Work with AKF Kenya to create cultural exhibitions or features at the event venue
- Provision of ‘comfort’ features – water, lounge areas, ad hoc requirements of youth, VIPs and others. Please note that for water, no plastic bottles will be allowed and so water points and drinking bottles or glasses will need to be arranged.
- Area for conducting radio/video interviews
- Area for photographs – engaging, lively, interactive
Multimedia Liaison/Support
- Focal point for AV team during the event to ensure seamless transitions between and during all sessions, including use of PPTs, videos, sound system etc
- Oversee live streaming of plenary sessions via YouTube, Facebook, LinkedIn, Zoom or suitable platforms as determined by Schools2030’s communications team. Ensure that raw livestreamed footage can be made available asap afterwards to the Schools2030 team
- Translation services for plenaries at least, possibly other workshop sessions also (Russian and Portuguese translations).
- Technical support across all rooms to provide: microphones, screens, Wi-Fi, visual displays, laptops for presentations etc
- Manage Schools2030 Global Forum app or microsite as communication point during event (e.g. for programme/agenda updates, reminders, live polls, Q&A)
Video/Photo Support
- Photographic and videographic documentation of all day and evening aspects of Forum
- Work with Schools2030, AKF and AKDN communications teams during the event to deliver social media ready highlights reels or high-quality photographs so that these can be used as much ‘as possible ‘live’ to create online buzz
- Need for multiple people capturing across different sessions and spaces
- Video creation of short documentary film to capture the Forum that is released in following month
Graphic Design
- Design print and digital media for the event; including branding and visual identity materials. This includes but is not limited to: save the date graphic, VIP invitations, high level agenda, full agenda with speakers, social media graphics, graphics for each session with speaker names, a variety of physical and digital signage for the event, a photo area backdrop, door signage, letterheads, selfie frames, live stream holding signs, stage edging, menus, invitations to side events, programmes for side events, registration table decor, badges and lanyards for delegates and other items as necessary. Examples from previous years can be shared with the chosen candidate.
Useful links
Schools2030 Global Forum short films
AKF Flick Photo Albums, including albums of photos from all three events
Duration
The partnership will be valid from 26th August 2024 – 30th June 2025. Funds will be disbursed in instalments and the said budget is reflected on an indicated duration.
How to apply
AKF is seeking an experienced event planner with extensive knowledge and experience in hospitality management, event planning, coordinating logistics, marketing, or a related field. They should demonstrate hands-on experience in understanding and organising high level events, with the ability to manage multiple tasks, timelines, and details simultaneously.
Application Procedure
All interested parties must submit the following documents in a folder, to Aga Khan Foundation East Africa through email to akfkenya.procurement@akdn.org by end of day on the 9th of August 2024. Please mention the title of the ‘Schools2030 Global Forum Event Planner’ in your email subject.
- A detailed write up, describing their understanding of the assignment, possible approach to achieving the deliverables outlined.
- A detailed financial proposal indicating all expenses associated, including travel costs, with task and professional fees.
- The relevant technical experience on similar assignments, including competencies in event planning and management. If a partner is submitting, CVs for each staff of the team identified for this assignment should be included, include 3 references for similar services offered.
- Copies of relevant legal documents mandating existence and operations such as Registration Certificates, Business license and Tax Certificates will be required.
Please note that only shortlisted candidates will be contacted. Applications without all relevant documents will not be considered.
AKF Is an Equal Opportunity Employer and is Committed to Safeguarding and Promoting the Welfare of Children and Vulnerable Adults and Expects all Staff and Partners to Share this Commitment.
The Aga Khan Foundation is an agency of the Aga Khan Development Network (www.akdn.org).
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