Introduction 

The Science for Africa Foundation (SFA Foundation) is a pan-African, non-profit, and public charity organisation that supports, strengthens, and promotes science and innovation in Africa. The SFA Foundation is committed to improving African people's quality of life and promoting research uptake in communities, industry, and the public sector. We serve the African research ecosystem by designing, funding, and managing programmes that support excellent science and innovation; and that build and reinforce environments that are conducive for scientists to thrive and produce quality research that impacts development. SFA Foundation is distinctive in that it focuses on the ecosystem surrounding research and the production of research itself. It also supports initiatives that directly influence the quantity, quality, and impact of research. SFA Foundation operations are hosted within the International Centre of Insect Physiology and Ecology (icipe) as a programme in the Republic of Kenya. 

Background 

The Global Mental Health Conference is a premier platform dedicated to showcasing African-led mental health research and innovation, with a strong emphasis on locally driven solutions that hold both regional and global relevance. The conference aims to convene a diverse range of stakeholders, including researchers, practitioners, policymakers, and development partners, to foster collaboration, knowledge exchange, and the advancement of evidence-based mental health interventions. Through a carefully curated programme featuring keynote sessions, parallel tracks, quickfire plenaries, an Innovation Fair, networking engagements, and site visits to local organizations, the conference will amplify Africa’s contribution to the global mental health agenda. It will further promote mutual learning and South-to-South collaboration, while strengthening the linkages between research, policy, and practice. The conference is jointly organized by the Science for Africa Foundation (SFA) and the Mental Health Innovation Network (MHIN) Africa. 

Purpose of the Assignment 

The purpose of this assignment is to engage a qualified Event Management Company to provide end-to-end planning, coordination, and execution services for the Global Mental Health Conference. The selected firm will be responsible for delivering a seamless, well-coordinated, and high-impact event that aligns with the conference’s vision and meets the expectations of all stakeholders, participants, and partners. 

Objectives of the Assignment 

The overall objective of the assignment is to ensure the successful planning, coordination, and delivery of the Global Mental Health Conference and Innovation Fair. Specifically, the Event Management Company will be required to: 

• Coordinate all logistical, technical, and creative aspects of the conference and Innovation Fair to ensure a professional and seamless experience 
• Oversee venue design and setup for plenary sessions, breakout rooms, networking spaces, the Innovation Fair, and the conference dinner 
• Manage audio-visual production, interpretation services, registration processes, and branding requirements, ensuring accessibility and inclusivity for a global audience 
• Provide administrative and coordination support for the abstract review and notification process, including management of the reviewers’ pool 

This assignment is critical to ensuring the delivery of a high-quality event that effectively showcases innovation, fosters collaboration, and advances the global mental health agenda. 

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Scope of Work

Branding and Design 

• Offer expertise in leading the conceptualisation of the visual language, graphics and theme of the event guided by the SFA Foundation branding guidelines to be applied across all event collateral and platforms ensuring consistency. 
• Design a mock-up and digital impression of the event stage, room layout, signages, décor and coordinate the sub-contracting of the production of the final layout of the stage setup and room design. 
• Coordinate the development of conference materials: website, social media updates, event branding, press releases, and delegate packs. 
• Oversee documentation of the event through photography, videography, and media coverage. 
• Ensure consistent use of the conference logo, theme, and brand identity across all platforms. 
• Serve as the primary liaison between SFA Foundation, partners, sponsors, and service providers. 
• Manage communication with speakers, exhibitors, sponsors, and participants. 
• Coordinate partner visibility and exhibition arrangements (booths, banners, materials). 
• Support the mobilization of sponsorships and in-kind contributions where applicable. 

Printing and Production of Event Materials 

• Ensure the printing of required branding materials, collaterals, badges and any approved IEC materials to be used for the event. 
• Ensure the production of branded SWAGs for the event as agreed upon by the SFA Foundation team (Including, VIP and Panellist gift packs). 
• Ensure the production of posters and poster board/stands for a poster presentation session at the event. 

Audio-visual and Lighting for the Event 

• Provision of a stage -stage size can be adjusted after site inspection in the event the venue will provide a complimentary stage. 
• Branded Perspex lectern, if one is not provided by the venue accompanied by a corded microphone. 
• LED screen on either side of the stage according to the venue and aspect ratio. 
• Comfort monitors 
• PA system for high quality audio at the venue. 
• Lavalier microphones and cordless microphones as advised by the SFA Foundation team. 
• Profile lights for the stage. 
• Uplighters around the venue for ambience. 
• Backdrop lights/uplighters. 

Registration & Delegate Management 

• Manage an online registration system and on-site registration process for participants and speakers. 
• Ensure efficient check-in, badge printing, and helpdesk operations. 
• Maintain a secure and up-to-date delegate database. 

Abstract Management

Notification of acceptance/ rejection of Oral and Poster submissions 

Rapporteur Services During the Conference 

• Take detailed notes of all conference proceedings, including presentations, keynotes, and plenary sessions 
• Prepare a comprehensive conference report capturing key discussions, recommendations, action points, and timelines 
• Produce and submit concise daily summary reports highlighting key takeaways for participant sharing 
• Speakers and Scholarship Recipients Coordination 
• Coordinate communication and logistics for all speakers and scholarship recipients 
• Notify applicants on scholarship outcomes in a timely and professional manner 
• Serve as the main point of contact, ensuring clear and consistent communication 
• Manage travel, accommodation, and logistical arrangements, including itineraries and transfers 
• Provide participants with essential event and accommodation details 
• Share presentation guidelines and brief speakers on programme expectations 
• Maintain accurate records of all communications and arrangements 

Instructions on the Proposal Submission Process

1. Proposal to be sent by email to [email protected] on or before 16 April 2026 at 5.00 pm (EAT)
2. Protect your proposal with a password and share the password on 17 April 2026 by 8.00 am (EAT)
3. The proposal to be marked as follows on the subject line:

REQUEST FOR PROPOSALS (RFP) CONSULTANCY SERVICES FOR EVENT MANAGEMENT DURING GLOBAL MENTAL HEALTH CONFERENCE RFP-006-2026 

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