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Terms of Reference (ToR): Recruitment Of A Professional Event Management Company To Provide Event Management Services For 2SCALE Close Out Event in Accra in October 2025

JOB SUMMARY
Company	SNV Ghana
Industry	NGO/IGO/INGO
Category	Hospitality
Location	Ghana
Job Status	Contractor/Co...
Salary	GH¢
Education	Qualified
Experience	5 years
Job Expires	Aug 08, 2025
Contact	...

Company Profile

SNV is a not-for-profit international development organisation that applies practical know-how to make a lasting difference in the lives of people living in poverty. We use our extensive and long-term in-country presence to apply and adapt our top-notch expertise in agriculture, energy, and WASH to local contexts. SNV has an annual turnover of €130 million, over 1,250 staff in more than 25 countries in Africa, Asia, and Latin America. We are proud to be a not-for-profit organisation that uses project financing to implement our mission. This requires us to work efficiently and to invest in operational excellence.

SNV has worked in Ghana since the 1992 and currently has offices in Accra, Tamale, and Nandom.

For more information on SNV, visit our website: www.snv.org

Job Description

Terms of Reference (ToR)
Recruitment Of A Professional Event Management Company
To Provide Event Management Services For 2SCALE Close Out Event in Accra in October 2025

Overview and background of 2SCALE

The 2SCALE program is designed to incubate and accelerate inclusive business development in African agri-food systems. 2SCALE works together with companies (African, Dutch and other small and medium-sized enterprises - SMEs) and producer organizations (POs) to develop business models and partnership models that promote inclusiveness, develop competitive edge, and have potential for scaling. These partnerships, also referred to as public-private partnerships (PPPs), are the core implementation modality to achieve the objectives of the program.

Specifically, 2SCALE supports partnerships in target agri-food industries with significant potential to:

Improve food and nutrition security, both at grassroots level and at the consumer end of the value chain by serving local and regional markets (including Base-of-the-Pyramid – BoP - markets) with nutritious food products.
Improve the terms of inclusion of smallholder farmers and other micro-, small-, and medium-sized enterprises (MSMEs) in the value chains.
Attract and employ the youth.
Engage and empower women.

To strengthen PPPs, 2SCALE also collaborates with companies and organizations that provide specific expertise to support the target agri-food value chains.

2SCALE is co-funded by the private sector and by the Dutch Ministry of Foreign Affairs through the Directorate-General for International Cooperation (DGIS). Building on a first phase (2012-18), the current phase of 2SCALE runs from January 1, 2019, to December 31, 2023. It is awarded to a consortium led by the International Fertilizer Development Center (IFDC) and comprising SNV and the Base-of-the-Pyramid Innovation Center (BoPInc).

Overview and background to the Close Out event

The 2SCALE program has been running for over a decade and as part of activities to close the program in 2025, 2SCALE Ghana is organizing a close-out event for key partners and other development organizations to formally inform them about the exit of the program. This event will also be used as an opportunity to screen the 2SCALE Food Soldiers documentary showcasing the impact that the program has made over the course of implementation of its activities. During this event, the program will handover an interactive magazine to the Ghana Chamber of Young Entrepreneurs, co-chair of the Inclusive Business (IB) Committee, symbolizing the handing over of activities of the program to the IB committee.

The event will target actors such as donors, diplomatic missions, non-governmental organizations, and key government institutions including Ministry of Food and Agriculture, Ministry of Trade and Industry, Ghana Export Promotion Authority, Ghana Investment Promotion Centre, and Ghana Enterprises Agency. Other private sector associations such as Social Enterprise Ghana, the Chamber of Agribusiness Ghana, Association of Ghana Industries, and the Ghana Chamber of Young Entrepreneurs will also be targeted for the event.

2SCALE will stream the event live on major social media such as facebook and linkedIn so that audiences across the world can follow the event in real time. A press release announcing the event will be issued to generate buzz around it.

The following are the objectives of the event:

To formally announce the closure of 2SCALE to partners and handover the responsibility of promoting inclusive agribusiness to the Inclusive Business committee
To showcase the impact of 2SCALE to key stakeholders
To create an opportunity for networking among partners and other stakeholders.

Key Event Activities

Screening of documentary videos on the impact of 2SCALE and the handover journey at country level
Handover of the 2SCALE approach to a new partner
Fireside charts covering the benefits and challenges of running inclusive businesses. They will be facilitated by resource persons and professionals from the private sector as well as 2SCALE thematic coordinators and the public sector.
Focused networking opportunities
Exhibitions showcasing products of inclusive agribusinesses.
Media engagement – Pre, during and post event.

Event Participants

The event will bring together donors, diplomatic missions, agribusinesses, government agencies, research institutions, and other like-minded institutions in the agribusiness eco-system in Ghana.

Event Duration

This will be a 1-day event scheduled to take place this October 2025 in Accra, Ghana. There will be planning period in addition to the actual event day. This will be a maximum of five days.

Purpose of the Assignment

The 2SCALE program needs the services of an event manager or firm with proven experience in organising national events. The successful event manager or firm will coordinate the planning and logistics for the event and publicity activities before, during and after the event as specified under the scope of work below, in close collaboration with the 2SCALE Ghana organising committee.

Scope of work

The successful event manager or firm will be responsible for all planning and execution of activities. Working closely with the 2SCALE organising committee, the event manager will review the event concept note and make recommendations on the proposed format and implementation of the event.

The event manager or firm shall undertake the following tasks:

Pre-event management activities

Preparatory Activities

Participate in kick-off meeting with SNV and the 2SCALE organising committee.
Review of event concept note.
Make recommendations on the agenda of the event.
Propose an emcee for the event.
Develop strategy and workplan with clear timelines, including a media plan.
Identify and liaise with potential partners where necessary

Communication and Visibility

In close collaboration with the 2SCALE communication assistant/committee for the event

Liaise with the relevant media outlets to promote visibility of the event (locally and internationally). This includes web banners, radio announcements and interviews, as well as promotion across social media and other media platforms.
Ensure that all media channels used are relevant to the event target audience and appropriate to the specific activities being undertaken.
Design of publicity materials (e-flyers, social media posts, radio announcements, media info packs, videos etc)
Liaise with 2SCALE Ghana organizing committee to ensure 2SCALE, SNV, and other key stakeholders branding guidelines are applied to all visibility materials.

Participant management

Establish the list of target participants in collaboration with the 2SCALE Ghana organising committee.
Develop and manage the registration process for all participants.
Send out invitations with the approved programme details to all confirmed participants, including event Master of Ceremony, moderators/facilitators, speakers, and panel members.
Follow up on invitations with reminders and manage any enquiries in liaison with designated SNV team.
Ensure that all resource persons who will serve as keynote speakers, panel members and facilitators/moderators have all the relevant information and are well briefed for their roles prior to the event.

Logistical Arrangements

Ensure that venue to be used for the conference is appropriately set up on time.
Ensure that all technology support systems are secured and adequately tested prior to the event.
Ensure that all presentations from speakers are submitted on time and readily available for sharing.
Ensure that the right technical set up is used to manage the event.
Coordinate the media coverage for the event.
Coordinate event and/or exhibition arrangements including refreshments for participants.
Arrange for cultural troop to entertain the audience

Event Management Activities

Ensure a seamless execution of the event.
Ensure that all speakers, presenters, panel members, moderators/facilitators are available on time for the event.
Ensure that all IT equipment, audio-visuals/sound systems, internet connections and power backups are secured and tested each day.
Ensure that all presentations, audio visuals etc are submitted on time and tested prior to the event.
Coordinate livestreaming of the event on social media including YouTube

Post-event management activities

Ensure that thank you and appreciation messages are sent to all participants.
Administer digital feedback questionnaire and solicit for suggestions for improvements on future events.
Document media coverage of the event.
Compile post-event report detailing the number and type of participants, what worked well and what did not, a summary of the feedback received from participants, recommendations for future events.
Hold a debriefing meeting with the 2SCALE Ghana organising committee.

Logistics requirements

venue set up for 100 participants
Venue set up for exhibition space for 10 to 15 SMEs
Riser, stage and accessories
Backdrop for stage
Coordinate snack, lunch, exhibition, food stations
Electronic registration for participants
Collaborate with the photography and videography team
Comfort monitor

Timeline

The assignment will begin from 1st September 2025 and end on 16th October 2025. This includes the planning, actual, and post event dates.

Deliverables

The following deliverables are expected from the event manager:

A digital programme outline and plan for the event.
Support the organising committee in scouting and selection of moderators, speakers, panelists, media etc for the event.
A detailed media plan for increased visibility before, during and after the event.
Coordinate event activities to ensure a smooth implementation.
A post event report detailing the number and type of participants, what worked well and what did not, a summary of the feedback received from participants, recommendations for future events.

Required Skills or Experience

Experience and Qualifications

The event manager or firm must have

A proven experience of managing local events and summits for both online and in-person conferences (or blended).
Experience in working with various media houses in Ghana. An established relationship with these media houses will be a plus.
A minimum of 5 years’ experience in managing corporate events including planning and coordination, as well as publicity and communications

How To Apply

Application And Selection Process

Proposals must be submitted via email to ghanaprocurement@snv.org by close of day on 8th August 2025. Kindly indicate in the subject line “2Scale Event Management”

Applicants should submit separate technical and financial proposals, in Word, Excel or pdf. The financial proposal must cover the personnel costs (including an Emcee), vendor fees and rentals for the event (excluding venue costs). All financial proposals should be submitted in Ghana cedis.

The technical proposal must include:

Comments or suggestions on the Terms of Reference
Description of the firm/ consultant’s experience in organizing corporate events/ fora. Links to videos or highlights of previous events should be included.
Method/ approach to organizing the event.
A CV of the consultant and key team members detailing previous relevant experience
A tentative workplan
Testimonials from references from previous similar assignments (at least 3)

Cost Estimate

Contract terms and conditions will be negotiated upon selection of the winning bidder for this TOR.

The budget must cover the personnel cost, vendors and logistics for preparing and managing the event (excluding the cost of venue). SNV will bear all other costs relating to logistics, for participants and exhibitors, publicity and other vendors for the event.

Value for money is important to SNV and will be considered when analysing the proposals received.

Procedure

Firms or teams/consortia with strong proposals may be contacted for interviews before award of the contract.

2SCALE/SNV reserves the right to

Cancel this request for proposals at any time.
Accept the whole or only part of any submission.
Accept none of the proposals submitted and not issue any contract following this request for proposals.
Republish this or an adapted request for proposals.

Please note the following:

“Relevant experience” refers to the experience required for the specific assignment that services are being sought for.
Payment of national consultants and short-term experts will be made in Ghana Cedis.
SNV will deduct any applicable taxes in accordance with Ghana’s tax laws from fees agreed in the contract.

Note

Please note, employers receive numerous applications per posting and will only shortlist the most qualified candidates. Also Jobsinghana.com is not involved in any decision made by an employer/recruiter and therefore does not guarantee that applications sent will result in a candidate being shortlisted/selected for that position.

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