Request for Proposal Event Planner & Organizer Ethiopia September 2025 Full Time

Who We Are

Girl Effect is an international non-profit organization dedicated to addressing challenges faced by adolescent girls and youth in Ethiopia. Operating in the country since 2013, the organization leverages Social and Behavior Change (SBC) strategies, combining media and on-the-ground interventions to tackle various societal issues and empower young people. Girl Effect Ethiopia created the youth brand Yegna in 2014 and, since then, has reached over 10 million people through multiple products, outreach programs, girl networks, and research pieces done all for the betterment of adolescent lives.

We create safe spaces for girls, sharing facts and answering questions about health, nutrition, education, relationships, etc. And we use innovative technology so we can reach girls at scale. We arm girls with the skills to negotiate and redefine what they are told is possible, so every girl can choose to be in control of her body, her health, her learning and livelihood.

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.

Background

Girl Effect will host a high-profile learning dissemination conference titled: “From Insight to Impact: Reaching the Unreached Through SBC for RI and HPV Vaccine Demand”.
Theme: Strengthening Demand for Routine Immunization & HPV Vaccination through Youth-Led SBC Strategies.
Date: October 30, 2025
Location: Addis Ababa, Ethiopia

We are convening 70 key stakeholders—including partners, government representatives, donors, and youth—to share learnings, identify scalable approaches, and enhance collaboration for maximum impact.. The conference will include opening sessions, panel discussions, gallery walks, interactive activities, and networking opportunities.

To ensure seamless execution, Girl Effect seeks an experienced Event Planner & Organizer to manage all aspects of the event.

What we are looking for

The selected partner will provide end-to-end event management, including but not limited to:

• Venue sourcing and booking
• Sound system, screen, and lighting setup
• Stage design and branding
• MC sourcing and briefing
• Simultaneous translation arrangements (if required)
• Catering coordination
• Guest registration and hospitality
• Logistics and transportation
• Coordination of technical equipment for presentations and performances
• Availing interpretation services (English and Amharic)

The Scope

The event planner/organizer will be responsible for the following:

A. Pre-Event Planning & Coordination

• Develop a detailed event implementation plan and timeline in consultation with Girl Effect.
• Identify and secure an appropriate venue in Addis Ababa with adequate capacity and facilities.
• Coordinate with all service providers (venue, catering, audio-visual, transportation, interpreters).
• Arrange stage setup, seating layout, and venue branding in line with Girl Effect’s guidelines.

B. Technical & Logistical Setup

• Provide professional audio-visual equipment, including microphones, speakers, and LED screens/projectors.
• Arrange lighting suitable for presentations and performances.
• Secure simultaneous interpretation equipment and interpreters (if needed).
• Coordinate on-site technical rehearsals.

C. Program & Experience Management

• Source and brief a professional Master of Ceremonies (MC).
• Coordinate with Girl Effect’s creative team for the opening musical drama and Yegna content display.
• Set up gallery walk stations, poster displays, and interactive game areas.
• Prepare participant name tags, registration desk, and seating arrangements.
• Oversee the distribution of giveaways and branded items.

D. Hospitality & Guest Management

• Arrange catering for coffee breaks, lunch, and refreshments.
• Manage transportation and accommodation for speakers and VIP guests (if required).
• Ensure smooth guest flow and address on-the-day needs.

E. Post-Event

• Distribute and collect feedback forms.
• Provide a final logistical report, including vendor performance and lessons learned.

Expected Deliverables

• Detailed event plan and schedule.
• Confirmed venue booking and service provider contracts.
• Fully managed event setup, execution, and breakdown.
• Final event report with attendance data, photos, and logistical review.
• Media rights for the content performed during the event
• Raw footage and project files

What we value

• Alignment with our mission and commitment to empowering adolescent girls
• An understanding of and (ideally lived) experience in the countries we work in
• Empathy, curiosity and excellent communication skills
• The ability to really listen to our needs and the drive to strive for the best solutions
• A supportive mindset to help our teams and partners develop their skills and knowledge
• Openness and honesty about where we could improve
• Portfolio of work demonstrating experience working on projects targeting youth and possibly health outcomes

Who You Are

Experience/Skills

• Expertise in organizing various types of events, such as conferences and exhibitions that are community-led and/or participative events. Specifically dealing with themes of Gender and Sexuality.
• A diverse clientele for different industries, such as corporate clients, non-profit organizations (preferred), government agencies, and private individuals.
• Have produced events at different scales, ranging from small, intimate gatherings to large-scale conferences or festivals.
• Showcase unique event concepts, innovative ideas, and creative solutions implemented.
• Provide key metrics, achievements, and success stories from past events.
• Highlight the agency’s team members, their experience, and expertise. Showcase their qualifications, certifications, and any notable industry affiliations.
• Showcase the agency’s ability to manage complex logistical aspects seamlessly.
• If the agency has a focus on sustainability or social responsibility, highlight any events or initiatives that showcase their commitment to these values.
• Strong event curation & production capabilities
• Experience in working on gender-based projects
• Knowledge of spoken word and youth engagement
• Technical expertise in filming and content creation
• Vendor & artist management skills
• Capacity to handle college permissions and security

Expected Commitment

October 6, 2025 – November 5, 2025

Event Date: Oct 30, 2025

Procurement Timeline

• Terms of Reference Published: Sep 25, 2025
• Deadline for Proposal Submission: Oct 6, 2025
• Project Commencement: Mid October, 2025

Location

The agency must be based in Ethiopia and have extensive experience in the country.

Management

The consultant will have a primary point of contact within our Ethiopia Programs team. The language of the materials and reports shall be English. The contract supervisor shall approve all deliverables submitted before any payment is made.

Proposal Submission

Interested event planners should submit a proposal (Max 10 pages) including:

• 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 event management approach, workplan/timelines, capacity, competence, and other relevant information on the ability to successfully deliver on this.
• Reference– Provide at least three references for similar contracts with a description of the service provided and the contract periods of performance.
• Financial Proposal
• Please include a budget in ETB that provides for all anticipated costs and fees associated with planning and executing the events.
• All actions and anticipated expenses should be itemised with all rates for services included.

In their proposal, the bidder must demonstrate an understanding of the requirements described in the RFP and demonstrate how the bidder will meet the requirements of the evaluation criteria.

GE 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 GE.

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

Evaluation Criteria

Technical Evaluation (70%)

• Relevant Experience & Past Performance – 30%
• References provided – 5%
• Organizational capabilities – Intended approach, methodology, plan, team, capacity, competence, portfolio, and other relevant information on the ability to deliver the event successfully -30%
• Your understanding of the brief and why you are best suited to deliver this – 5%
• Financial Proposal (Value for Money) – 30%

Copyright

All materials/documents arising from this consultancy work shall remain the property of Girl Effect.

Equal Opportunities

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

We are committed to building an organization that is truly representative of the communities that we serve. To this end, due regard will be paid to procuring consultancy services of organizations and individuals with a deep understanding and experience of our programming markets and diverse professional, academic and cultural backgrounds.

Safeguarding

You may be required to undertake safeguarding checks. Shortlisted consultants will be assessed on our organizational values at the interview stage. The successful consultant will be expected to adhere to our safeguarding policy. 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.

Tax

Girl Effect Ethiopia is obliged by the Ethiopian tax authorities to ensure all taxes are charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax position regarding provisions of Ethiopian tax legislation when developing their proposals.

Disclaimer

GE reserves the right to determine the structure of the process, the number of shortlisted 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. GE shall inform the ONLY successful applicant(s). The process of negotiation and signing of the contract with the successful applicant(s) will follow.

Please note: We will evaluate only proposals submitted following the application process outlined in the TOR and using our specified email address ([email protected]).

Tagged as: Ethiopia, Girl Effect