CONFERENCE MANAGEMENT SERVICES/EVENT PLANNING FOR

THE 8TH WORLD CONGRESS ON RURAL AND AGRICULTURAL FINANCE

Event Details

Date: 27 – 31, October, 2025 

Venue: Sarova Whitesands Beach Resort and Spa, Mombasa, Kenya

Participants: Approximately 300 people

Overview

Expressions of Interest are hereby invited from qualified and experienced event management companies to provide comprehensive event management services for the 8th World Congress on Rural and Agricultural Finance.

About AFRACA

The African Rural and Agricultural Credit Association (AFRACA), established in 1977 by the FAO, is a leading pan-African network of over 100 financial institutions, including central banks, agricultural development banks, microfinance institutions, and rural finance organizations.

AFRACA is dedicated to advancing financial inclusion across Africa by empowering financial institutions to provide sustainable, high-quality financial services to smallholder farmers and AgriSMEs. Its mission is to create a thriving rural and agricultural finance environment through the promotion of inclusive policies, strategic capacity building, and fostering collaborative knowledge exchange.

AFRACA’s platform provides opportunities for member institutions to share best practices, enhance their operational capacity, and engage in impactful partnerships. By connecting its members with development stakeholders, AFRACA facilitates learning, growth, and innovation across the continent’s agricultural sector.

As a catalyst for progress, AFRACA plays a pivotal role in shaping the future of Africa’s agriculture and rural finance, ensuring that financial services reach those who need them the most and helping build a more resilient, sustainable agricultural economy.

About the 8th World Congress on Rural and Agricultural Finance

The 8th World Congress on Rural and Agricultural Finance is convened every three years will be hosted by AFRACA and partners in Kenya, Africa. This global event is being organized in collaboration with four other Regional and global Associations:  the Latin American Association of Development Financing Institutions (ALIDE), the Asia-Pacific Rural and Agricultural Credit Association (APRACA), the Near East–North Africa Regional Agricultural Credit Association (NENARACA) and the ConfĂ©dĂ©ration Internationale du CrĂ©dit Agricole (CICA).

The common objective is to bring together financial institutions and key development actors from all continents to share best practice and discuss topical global development issues with the purpose of raising critical policy recommendations that influence the flow of finance to rural and agricultural sectors. The theme for the 8th World Congress, based on consultations with our partners, is ‘Building Resilient local agrifood systems: The Role of Robust Financing Mechanism and Policy’.

Scope of Services

The selected event management company will be responsible for:

1. Overall event planning and coordination

2. Registration and delegate management

3. Conference materials and documentation

4. Audio-visual equipment and technical support

5. Exhibition area management

6. Social events and networking functions coordination

7. Transportation and logistics management

8. On-site event management and support staff

9. Post-event reporting and documentation

MINIMUM REQUIREMENTS

Company Qualifications

1. Legal registration and compliance

  • Valid business registration/incorporation certificate
  • Tax compliance certificate

2. Experience and Track Record

  • Minimum 5 years of experience in managing international conferences
  • Successfully completed at least 3 similar-scale international events (500+ delegates)
  • Proven experience in managing events in Kenya
  • Previous experience with financial sector or development sector conferences preferred

3. Technical Capacity

  • Dedicated project management team with relevant qualifications
  • Demonstrated capability in digital conference management systems
  • Proven expertise in virtual/hybrid event management
  • Available pool of trained event team including multilingual personnel

Submission Requirements

Interested companies must submit:

1. Company profile including organizational structure

2. Detailed portfolio of similar events managed

3. CVs of key personnel

4. References from three recent clients

6. Preliminary concept note outlining proposed approach

7. Valid statutory documents and certifications

Submission Details

Interested parties should submit their EOI by close of business 7th March 2025 to the AFRACA Secretary General via emailafraca@africaonline.co.ke and copy annycaroll@afraca.or.ke.

Important Notes

  • Only shortlisted companies will be invited to submit detailed technical and financial proposals
  • AFRACA reserves the right to accept or reject any or all EOIs
  • All submissions must be in English