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Oct 5, 2017

KANCO Conference Organizer Request for Proposals


Request For Proposals – Conference Organizer

KANCO is  regional membership network of organizations including: Non-Governmental Organization (NGOs), Community Based Organization (CBOs), Faith Based Organization (FBOs), Private Sector, Research and Learning Institutions responding to HIV & AIDS and TB in Kenya.

It is also accredited as a Linking Organization with the International HIV & AIDS Alliance.

Its mission is to provide leadership, promote collaboration and enhance capacity among Civil Society organizations (CSOs) and other stakeholders to respond to HIV & AIDS, TB other public Health concerns at community level.
Guided by the vision of healthy people, empowered communities, over time KANCO has evolved to become a premier agency for sensitizing, mobilizing and promoting collaboration among civil society organizations (CSOs) working in the region.
KANCO in partnership with stakeholders is in the process of organizing the 1st Eastern Africa Harm Reduction Conference. 

The theme for this year’s conference is ‘Leadership and Innovation in Harm Reduction in Africa’ and is scheduled to take place from November 15th to 17th, 2017. There will be a preceding preconference on the 14th November 2017 focusing on drug use prevention.

Terms of Reference (Conference Organizer)

Introduction: (Conference)

The first Regional Eastern Africa Harm Reduction Conference (1REAHRC) will be 2017’s largest Regional Harm Reduction (HR) event. It will bring together those at the heart of the HR response-from practitioners and peers to advocate and researchers. 

For three packed days, presentations, workshop, panel discussion, community village, networking events and more will be taking place.
Being the first of its kind in Nairobi-Kenya, the event will be hosted at the Kenya School of Monetary studies (KSMS), along the Thika super highway, hosted by KANCO and partners from 15th – 17th November 2017.

East Africa is beginning to adopt a forward looking approach to harm reduction and drug policies; however, the progress is still slow. 

In response, the 1REAHRC will help build a world where people benefit from good policies rooted in dignity, health and human rights.

Participants: The conference is expected to draw participation from - People who inject drugs (PWID), implementers, supporters, advocates, researchers in harm reduction, international participants including drug authorities in Eastern Africa and high-level ministry and county officials, representatives of UN agencies and international organizations, eminent researchers, institutions of higher learning and national drug authorities, ministries of health.

Conference Objectives:
  • To share knowledge and experience in Harm Reduction.
  • Inter-sectorial debate to define the value of harm reduction policies in the region and Africa.
  • To share different strategies in Harm Reduction programing.
  • Creation of action plans to follow-up on outcomes of the conference and reinforce partnerships.
  • To mainstream harm reduction discussion among policy makers and institutions.
Expected Outputs:
  • A high-level statement from the ministries represented.
  • Following-up action plans on harm reduction programming in the Countries represented.
  • Partnership for following-up initiatives.
  • Regional partnership and networking for harm reduction advocacy.
Background: The lack of information and related programming, coupled by stigma and discrimination, criminalization punitive laws, policies, gender violence especially amongst women who inject drugs (WWID), limitations within existing health and community systems cumulatively have resulted to a “hidden” population that is rarely seen, heard and listened to by key stakeholders. 

The “hidden” population has over time been unable to access prevention, treatment and support services, which conventionally were and still are more responsive towards the general population than to PWID.

In the context of a lack of accurate data, there is compelling evidence that the Eastern Africa region is experiencing growing and complex forms of drug use.  

Community based organizations and local journalists report increasing trends in drug use in the region. UNODC reports have suggested that the East Africa region is a focus for heroin transit, and increasing local consumption.

 In particular, such areas as East Coast of Africa (Mombasa, Zanzibar, Dar es Salaam, Seychelles, Mauritius) increasingly play the role as entry points of heroin which further gets transported to Europe through Nairobi and Addis Ababa). 

Whilst the sea trade is potentially the most significant, air and land routes are also influential. In combination this creates a volatile and ever shifting supply of drugs. 

Heroin is also now in use, reportedly alongside the use of cocaine (as confirmed by recent pharmacological analysis in Western Kenya, unpublished data), and potentially in combination. 

High rates of alcohol, cannabis and Miraa (Khat) use alongside heroin also accentuate the patterns of risk and vulnerabilities PWID face.

Female using and injecting drugs in most cases are even more vulnerable as they are more frequently involved in receptive sharing (using paraphernalia for injection after male partner), more likely to have a high risk partner (older and with longer history of drug use), they may also have multiple partners and frequently are involved in sex work and transactional sex to receive money or drugs.

Very little data exists on the gender differences in HIV prevalence, risk practices and vulnerabilities amongst PWID in Eastern Africa. 

The absence of this data undermines the potential to create harm reduction services tailored to the specific needs of women who inject drugs.

People who inject drugs (PWID) are not widely recognized as a vulnerable group in need of accessing HIV and TB services within national health responses. 

Eastern African governments have been slow to adopt responses to problematic drug use from a public health issue/human rights perspective which has resulted in drug policies that violate the human rights of people that use drugs. 

There is overwhelming evidence that the criminalization of drug use has been unable to reduce the supply and demand of illicit drugs. 

Instead, the criminalization of drug use has made it difficult for people who use drugs to access services and additionally reduce the risk of HIV and Hepatitis C transmission.

As a way of taking forward this agenda and to promote dialogue about drug policy reform and harm reduction, KANCO will convene a regional conference on harm reduction.

Justification for a Conference Organizer: The planning process for a regional conference has begun in earnest and entails both technical and logistical processes. 

KANCO has set up several committees to oversee various technical aspects of this planning process. 

KANCO has also set up a functional secretariat to facilitate day-to-day coordination of logistics. 

However, there is need to enhance the capacity to handle some aspects of planning and delivery of the conference. 

There is therefore, need to outsource these services through engagement of an experienced conference organizer.
The conference organizer will be expected to provide technical and logistical support to the regional harm reduction conference 2017 under the supervision of the Planning Committee Chair.

Key Tasks and Deliverables:

The key tasks and deliverables will be at 3 time points: prior to the conference, during and after the conference.

Before the Conference:
  • Train and coordinate the activities of volunteers to assist with confirming participant registration, ushering, and distribute conference materials.
  • Orient volunteers on exhibition requirements and their roles. (Volunteers will be provided by KANCO)
  • Prepare all the materials to be provided to participants during registration for the conference (All the materials will be provided by KANCO).
  • Provide and set up poster boards to be used for poster presentations.
  • Communication: Review the conference’s communication plan, make recommendations for revision of the plan and work with KANCOs communication department to execute the revised plan so as to optimize resources for wider reach.
  • Organize and execute the pre-conference media briefing workshop in liaison with KANCOs Communication Department and the Conference Planning Committee
  • Venue management: In collaboration with the conference planning committee, brand the conference venue, stage design (screens, PA system/sound, lighting, décor) in accordance with KANCO branding guidelines. Conduct a dry-run to ensure that everything is working as planned.
  • Presentation Management: Set up a centralized presentation management system that will ensure pre-loading of PowerPoint slides a day prior to each session
During the conference:

  • Conduct the registration process and provide registered participants with conference materials. Supervise the activities of all conference volunteers including assigning them daily duties accordingly e.g. manning the registration desks; ushering key guests/panelists/speakers; manning each session room(including  exhibition space and community village)
  • Providing logistical support, manage daily sign-in and tracking of conference participants preferably electronically and provide daily attendance reports.
  • In collaboration with KANCO finance department facilitate onsite registration and payment, facilitate completion of soft-copy certificates and distributing the same to registered participants electronically (e.g. via USB flash drives)
  • In close consultation with KANCO and the Planning Committee handle all protocol matters. Organize and execute any media briefing workshops in liaison with KANCO’s Communication Department and the conference Planning Committee.
  • Supervise the activities of the videographer/photographer to ensure adequate capture of all conference proceedings including live and online streaming to a wider audience in liaison with KANCO Communication Departments.
  • Provide continuous social media updates as outlined in the revised communication plan and in liaison with KANCO communication department.
  • In close consultation with KANCO’s Communication Department and the Conference Planning Committee, organize regular media briefing in line with the Communication Plan.
  • Provide centralized information service to all participants, speakers and facilitators on all sessions and venues and any other relevant information.
Venue Management:
  • Prepare the venue for all scheduled sessions including determining the appropriate sitting arrangements; ensuring appropriate functioning of audio-visual (AV) equipment provided at the venue as well as providing back-up AV/electricity equipment in case of power failure.
  • Provide appropriate signage to ensure free flow of participants in the different session rooms including coordinating the activities of ushers/volunteers.
  • Making appropriate preparations for the various ceremonies (opening, awards and closing), in consultation with the planning committee.
Presentation Management:
  • Manage presentations including liaising with presenters to receive and pre-loading PowerPoint slides to a centralized system prior to each session (all presentations to be captured at least a day prior to the day of presentation); advancing slides during presentations (provide the necessary equipment e.g. laser pointers) and ensuring appropriate time-keeping; overseeing sign-language interpretation as appropriate.
  • Also ensure flow management during Q&A sessions (live and online).
  • Supporting the work of all rapporteurs in consultation with the chief rapporteur, including providing them with necessary materials/stationary and collating summary session reports to ensure a summary of the proceedings is shared widely.
After the Conference:
  • Submit a final report on the conduct of the conference with regards to logistics, communication and planning including a final list of conference participants by day and session as well as coffee-table photo publication and edited video of the conference proceedings.
  • Provide raw data files/data bases and reports; presentations and posters; and all un utilized conference materials supported by a reconciliation report to KANCO conference planning committee and clean up and return the conference venue to its initial state
Key competencies required
  • The Conference Manager is expected to be a registered firm/company that is legally allowed to conduct business with Government of Kenya entities. Required competencies and qualifications:
  • The firm should demonstrate experience organizing and managing large conferences for at least ten (10) years; with at least two (2) national/international conferences of at least five hundred (500) participants having been conducted in the last three (3) years preferably in the area of scientific research.
  • The individual should provide references and testimonials demonstrating reliability, dedication and ability to work unsupervised. In addition, the individual should have competencies in relevant areas including being a team leader; with at least graduate degree level of training in a relevant area including information technology and data management with at least 5 years of experience in managing national/international conferences, especially those of a scientific nature.
  • The candidate should demonstrate evidence of capacity to manage an electronic conference management system capable of facilitating the entire process of registration and tracking of participants, and feedback processes; that is directly compatible to the existing KANCO online Registration Database/System.
  • The Conference Manager will be engaged between October and November 30th 2017.
  • An appropriate representative of the Conference Manager will sit in all the conference Planning Committee meetings.
Event Organizing Road Map

Interested parties must submit technical and financial proposals, including a reference (or letter of recommendation)  by 7th October, 2017 via email to: [email protected]
For more information about the conference, visit http://www.eahrconference.com/

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