CBM seeks the services of a professional Conference and Event Organizer to manage the full cycle of planning and execution.
Terms of Reference: Event & Conference Organizer for Christian
Blind Mission (CBM) Partnership Summit – Addis Ababa, Ethiopia
Background
CBM is organizing the Partnership Summit to be held from 9– 13 November 2026 (including
arrival, event and departure) in Addis Ababa, Ethiopia. The Summit will bring together key partners, stakeholders, and participants globally. To ensure a high-quality event, CBM seeks the services of a professional Conference and Event Organizer to manage the full cycle of planning and execution.
Scope of Work / TORs
The Conference and Event Organizer will be responsible for the coordination of overall design, planning, and successful delivery of the Summit in close liaison with CBM. The anticipated number of participants from different countries is approximately 160 -200. Responsibilities include but are not limited to:
- 1. Planning & Coordination
- Ensure that selected event venue in Addis Ababa is adequate and appropriate for the
number of participants and meets overall international conference standards including but not limited to available facilities, safety and security, accessibility etc.
- Visit event venue and use a Gant Chart/Workplan to develop detailed plans for key
deliverables that will lead to overall success of the event.
- Develop a space layout plan aligned with Summit objectives.
- Manage registration processes during the conference for all participants.
- Coordinate special event sessions such as receptions, panel discussions, and exhibitions.
- Work closely with the hotel management and CBM to oversee event logistics, safety and security measures, protocol management, and accessibility requirements.
- Manage and coordinate airport transfers & Local transport (within Addis Ababa)
- Oversee the printing of conference materials (if needed) in collaboration with the
Country Office Team
- Work closely with CBM Ethiopia Country Office to ensure availability of adequate number of Sign Language Interpreters, Sighted Guides and simultaneous language interpreters.
- 2. Program Development
- Facilitate speaker identification (Keynote speaker), acquisition, and confirmation
(final approval rests with CBM)
- Coordinate local speaker logistics (travel, briefing, session prep)
- Work with the hotel management in ensuring that facilities for language translation in the agreed languages are available (simultaneous language interpreters)
- Manage delegate support including communication, travel guidance, accommodation
coordination, and local transport.
- Facilitate session flow and transitions
- Provide or coordinate professional moderators (if required)
- Note:Strategic content and themes remain the responsibility of CBM
- 3. Communication & Stakeholder Engagement
- Develop and manage communication workflows with speakers, partners, and
participants.
- Produce event-related content as required including rapporteurs
- Work closely with CBM Ethiopia County Office to ensure correct CBM branding and visibility including setting up of exhibition booths
- Undertake press coordination and management during the entire summit
- 4. Event Leadership
- Lead onsite event execution, managing all teams and activities.
- In collaboration with the CBM Ethiopia Country Director, serve as the main point of contact before, during, and after the event.
- 5. Expected Deliverables
The Event Organizer will be required to deliver the following measurable outputs:
Pre–Event Deliverables
- Detailed Event Workplan (with timelines and milestones) – within 3 weeks of contract signing
- Approved Event Concept & Design (layout, branding, participant flow)
- Registration System (live and functional, with tracking dashboard)
- Confirmed speaker list and draft agenda (at least 4 weeks prior to the event)
During Event Deliverables
- Fully executed Summit program with no major disruption
- Daily coordination reports (brief summaries of progress/issues)
- Maintain operational and convenient real-time participant support desks
Post–Event Deliverables
- Produce final Event Report (within 10 working days), including but not limited to:
o Attendance statistics
o Session summaries (rapporteur output)
o Media coverage and communications report
o Financial reconciliation report
- All event materials (presentations, recordings, photos, etc.)
- 6. Budget & Cost Structure
While bidders are expected to propose detailed budgets, the following guidance applies:
Indicative Budget Framework
- Proposals should clearly state whether costs are:
o Inclusive or exclusive applicable taxes (VAT, withholding, etc.)
- Provide a transparent cost breakdown, including:
o Event management fees (professional fees)
o General administration cost
o Fees for Assistants or any third party
o Venue and logistics coordination
o Printing and branding materials (to be discussed after contracting with CBM)
o Communication & media coverage (indicative budget for CBM’s consideration)
Note: CBM reserves the right to negotiate within a defined budget ceiling (to be agreed during contracting stage with the successful bidder).
Skills & Requirements
- Minimum 3–5 years’ experience in large-scale conference planning.
- Strong project management and leadership skills.
- Experience working with international development organizations.
- Excellent organizational, communication, and interpersonal skills.
- Ability to work under pressure and manage multiple tasks.
- Strong budget development and management capabilities.
How to Apply
Interested firms or individuals should submit a technical and financial proposal to CBM
detailing their methodology, reference experience, and proposed fees.
Please apply exclusively online through info.ethiopia@cbm.org; negede.moges@cbm.org by
24th of June 2026.
Your contact person: Negede Moges, Tel. Mobile: +251 929 38 31 69/ +251 911 428943
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