Terms of Reference: Public Relations (PR), Communications and Media
The Kenya Girl Guides Association (KGGA) is the largest and oldest girls and women only organizations in Kenya.
The Association has been active in Kenya since 1922, is multi-racial, non-religious, non- political and non-profit-making organization that seeks to empower girls and young women to realize their fullest potential as leaders and responsible citizens of the world.
KGGA is seeking a Service Provider to provide PR, Communications and Media services for its centenary celebrations to be held in Nairobi, Kasarani Indoors arena in February 2022.
As a run-up to the main event, the organization has organized activities from February 2021 to February 2022 under the theme ‘AWAKENING HER POTENTIAL’.
Objective: To assist Kenya Girl Guides Association Centenary Celebration Committee in planning, coordinating, and ensuring delivery of professional and efficient media and communication aspects of the Centenary Celebrations which is an international event.
The event is expected to bring together approximately 3000 local and International guests drawn from the Public, private and non-profit sectors as well as members of the Kenya Girl Guides Association fraternity.
The Role of Media and PR Communications provider is detailed below:
1. Background
✓ KGGA Centenary Celebrations 2022
✓ Date to be advised
✓ Physical / Hybrid Event
✓ This will be dependent on the COVID-19 Pandemic restrictions on large gatherings.
2. Objectives
✓ Commemorate Centenary Celebrations by KGGA
✓ Target audience is: Guides, Secretariat & Board, the Patron, Government stakeholders, invited guests, friends and partners of the World Association of Girl guides, the general public.
3. Expertise
✓ PR Experience (Minimum 3 Years)
✓ Media Networks
✓ Contingency Communication planning
4. Deliverables
✓ Craft a Media & PR plan for the event
✓ Coordinate with client and design team to generate print, audio and video content
✓ Execute pre-event publicity; mainstream and digital media
✓ Schedule Radio Interviews, TV appearances, print interviews & plug-ins with digital influencers (those whose brands resonate with empowerment of girls)
✓ Schedule photoshoots
✓ Dissemination of press packs pre, during and post event (these packs are both print and audio visual)
✓ Coordinate gifts and thank you cards for all guests and partners. (Agree with client on nature of gifts)
✓ Ensure protocols are agreed upon and respected before sending invitations
✓ Follow up on invitations – via telephone, email and Compile confirmed registration list – participants, speakers, support staff, event management team, ushers, etc.
✓ Identify and secure accommodation block booking for self paying participants at alternate hotels, Send out Information Note to all participants (arrival details, hotels, visa requirements, general city info; etc.)
✓ Facilitate arrangements for visas for participants, as needed Protocol arrangements for VIPs, including arrival and departure at airport with the relevant Ministry
5. Work Plan
✓ Provide a work plan with deliverables and timelines
✓ Provide a quote of the financial resources needed for this
6. Reporting
✓ To KGGA Planning Committee
How to Apply
Qualified firms are required to send a Technical and Financial proposal (as separate documents) as per the Terms of Reference for the assignment (TOR)demonstrating their capability and relevant experience.
The application should be sent via email to secretariate@kgga.co.ke.
Please indicate on the email subject “Centenary Celebrations PR Communications and Media Services”.
The deadline for submission of proposals is 5PM 2nd June 2021.
Proposals received after that time and date will not be considered.
Any form of canvassing will lead to automatic disqualification.
Email queries and answers will be responded to and shared with all those that will have expressed interest.
