Provision of Event Services for the Nyanza Gold Summit 2025

Tender Reference No.: NGS/PROC/01/2025

Deadline for Submission: 16th June 2025, 11:59 PM EAT

The Nyanza Gold Summit 2025, taking place from July 14–16, 2025, in Migori County, is jointly organized by the Impact Facility, Kenya Chamber of Mines (KCM), and Solidaridad, all dedicated to advancing Kenya’s gold and artisanal mining sector.
We invite qualified and experienced vendors to submit proposals for the supply of goods and services for the summit.

TENDER CATEGORIES:

1. Venue Hire – Conference and Exhibition Space in Migori
2. Exhibition Tents – Standard (3x3m) and Large (5x5m)
3. Conference Stationery – Notebooks, pens, folders
4. Conference Bags – Durable, branded, eco-friendly
5. Printing Services – Program booklets, brochures, name tags
6. Branding Materials – Tear drop flags, roll-up banners, and backdrop banners
7. Photography – Full event coverage

TERMS AND CONDITIONS:

1. Eligibility: Open to registered vendors with demonstrated capacity to deliver within strict timelines. Provide evidence of similar past assignments.
2. Submission Format: Proposals must include a technical and financial bid in PDF format, clearly labeled by category, and submitted via email.
3. Bid Validity: Proposals must remain valid for 60 days after the closing date.
4. Designs: All designs and artwork will be provided by the Nyanza Gold Summit Secretariat.
5. Delivery Deadline: All goods and services must be delivered and/or set up by July 13, 2025.
6. Evaluation Criteria: Bids will be evaluated on cost, technical competence, relevant experience, proposed quality, and delivery timeline.
7. Visuals Required: All proposals must include pictures, sample images, layouts, or mockups where applicable, to illustrate the proposed materials or setup clearly.
8. Right to Award: The summit organizers reserve the right to accept or reject any application in full or in part without obligation to provide reasons.

TERMS OF REFERENCE (TORs)

1. Venue Hire
   ● Space for 300+ attendees and 25+ exhibition booths (conference, breakfast, dinner)
   ● Must include: meals, reliable power, water, washrooms, security, parking, and WiFi
   ● Must be accessible and available from July 14, 2025, to July 16, 2025
2. Exhibition Tents
   ● Interested service providers are requested to clearly indicate the varieties of tents they have available, including but not limited to exhibition tents.
   ● Include and specify the pricing per unit/s
   ● Include setup, takedown, tables, chairs, and power access
3. Conference Stationery, and Conference Bags
   ● Sets of branded notebooks (specify pricing per minimum number of units)
   ● Branded, weather-resistant, eco-friendly bags (specify pricing per minimum number of units)
   ● Sample images to be provided with the bid
   ● Delivery by July 13, 2025
4. Printing Services
   ● Program Booklet (A4): (specify pricing per minimum number of units)
   ● Name Tags with Lanyards: (specify pricing per minimum number of units)
   ● All materials delivered by July 13, 2025
5. Branding Materials
   ● Teardrop Banners
   ● Roll-Up Banners
   ● Main Backdrop Banner
   ● Final designs provided by the Secretariat
6. Photography Services
   ● Full coverage of the 3-day summit (July 14–16, 2025)
   ● Must include:
   – Professional photographers
   – Edited highlight video (3–5 mins) by July 22, 2025
   – Photo gallery (minimum 300 edited images)
   – Delivery of raw footage
   ● Submit links to previous work or portfolio in the proposal

Submission Instructions:
All bids must be submitted online only to: events@kenyachamberofmines.com

Subject Line: Tender Submission – [Service Category/s]
Deadline: 16th June 2025, at 11:59 PM EAT
Inquiries Contact: +254 743 476 406; events@kenyachamberofmines.com