Event Planner and Media Consultant

Job description

Terms of Reference (ToR)

Events Planner and Media Consultant

Agricultural Institute of Zambia – Inaugural Annual General Meeting (AGM) and Conference

1. Background

The Agricultural Institute of Zambia (AIZ) is organizing its First Annual General Meeting and Conference with the theme:
“Innovative Science-Driven Strategies for Climate Resilient Agricultural Transformation.”

This landmark event is intended to bring together professionals, researchers, policymakers, and key stakeholders in the agricultural sector to share knowledge, forge partnerships, and drive the implementation of innovative strategies for climate-resilient agriculture.

To ensure the successful planning, execution, and promotion of the AGM and conference, AIZ seeks to engage a qualified Events Planner and Media Consultant to oversee all logistical, promotional, and stakeholder engagement activities.

2. Objective of the Assignment

To professionally manage and coordinate all aspects of the AGM and Conference including event planning, publicity, registration, media and stakeholder engagement, vendor coordination, fundraising management, and post-event reporting.

3. Scope of Work

The Events Planner and Media Consultant will be responsible for the following key activities:

a. Event Planning and Coordination

Develop a comprehensive event plan, timeline, and checklist.
Host and manage virtual meeting
Coordinate logistics including event setup, technical equipment (sound, lighting, etc.), catering, accommodation, and transport.
Liaise with speakers, moderators, and panelists to ensure preparedness.
Provide on-site coordination during the event to ensure smooth execution.
b. Publicity and Marketing

Design and implement a publicity and marketing strategy aligned with the conference theme.
Create promotional materials (flyers, posters, banners, social media content, press releases).
Manage social media campaigns and digital marketing outreach.
Engage traditional media (TV, radio, print) for event coverage and pre-event awareness.
c. Registration and Delegates Management

Design and manage an online registration platform.
Maintain a delegate database and provide regular updates to AIZ.
Coordinate issuance of invitations, confirmations, and reminders.
Manage delegate kits, badges, and registration desk on the event day.
d. Vendor and Stakeholder Engagement

Manage contracts and service-level agreements with all vendors.
Coordinate exhibitor booths and stalls if applicable.
e. Fundraising and Sponsor Management

Develop a sponsorship and fundraising strategy.
Identify, approach, and secure sponsors and partners.
Review sponsorship packages and benefits.
Manage sponsor branding, expectations, and deliverables pre, during, and post-event.
f. Communication and Media Relations

Serve as the main liaison for all communications related to the event.
Organize press briefings, media invitations, and coverage.
Prepare and distribute press kits and post-event media releases.
Ensure brand consistency in all communication and event materials.
g. Post-Event Reporting

Provide a detailed report covering all aspects of the event including attendance, media reach, financial summary, challenges, and recommendations.
Coordinate post-event feedback collection from stakeholders and participants.

4. Deliverables

Comprehensive event plan and execution schedule.
Marketing and communications plan.
Registration and delegate management system.
Fundraising strategy and sponsor engagement reports.
Final event report including media coverage and financial overview.
Copies of all publicity and promotional materials.

5. Duration of the Assignment

The assignment will commence immediately upon contract signing and continue through the successful completion of the AGM and Conference, including the post-event reporting phase.

6. Reporting and Supervision

The Events Planner and Media Consultant will report directly to the AIZ Executive Committee or designated Secretariat and will work closely with relevant sub-committees as needed.

7. Qualifications and Experience

Proven experience in managing high-level events and conferences.
Strong background in media relations, marketing, and communications.
Demonstrated ability to coordinate multiple stakeholders and vendors.
Excellent organizational, negotiation, and interpersonal skills.
Familiarity with the agriculture or development sector is an added advantage.

Companies or Individuals interested in submitting an application can send their technical and financial proposals to the Secretariat at info@aizm.org by 30th April, 2025.