Events and Travel Management Company Service for Events and Workshops in Africa

An organization is seeking a qualified events and travel management company to support events and workshops across Africa. The selected vendor will be responsible for comprehensive travel booking and management services on behalf of event partners, including securing flights, rail options, and accommodations that comply with budget guidelines and travel policies. The vendor is expected to deliver cost-effective solutions through mechanisms such as group fares, capped costs, and volume discounts, while also facilitating ticket issuance, itinerary management, travel document processing, and handling cancellations or changes. A 24/7 emergency support line must be provided to assist delegates with urgent travel issues.

In addition to travel logistics, the company will source suitable hotel venues for events ranging from large-scale milestones to smaller workshops. Guidance on visa requirements, documentation, and application procedures is essential to ensure delegates' successful participation. The vendor may also be required to arrange VIP executive options for high-profile guests when necessary.

Event production responsibilities include procuring, installing, and operating audio-visual equipment for both in-person and hybrid formats, covering screens, staging, sound systems, microphones, and lighting. The vendor will also manage event branding and signage to create a cohesive professional identity, and arrange interpretation or translation services to accommodate language needs during the events.