The African Women’s Development Fund seeks the services of a Namibia based events and logistics company to support the 5th African Feminist Forum to be held in Windhoek, Namibia,  in August 2026.

Background

AFF 2026 will bring together approximately 250 African feminists and women rights activists from across the continent and diaspora. The Forum will commemorate 20 years since the first AFF was held in Accra in 2026 and will provide space to reflect, celebrate and re-imagine the future of African feminist movement-building. To ensure a seamless convening experience for participants and partners, AWDF seeks the services of a Namibia based events and logistics company  with demonstrable experience in organising large-scale, high-profile conference, especially those rooted in social justice or feminist movements. The selected company will work closely with the AFF Secretariat at AWDF and the AFF 2026 Steering Committee to plan and manage all logistical and event- related aspects for a smooth delivery of the Forum.

Scope of Work 

The events and logistics company will be responsible for supporting the full cycle of event planning and coordination, including (but not limited to):

– Pre-event planning and advise;

– Event coordination and onsite management;

– Post- event.

Duration of the assignment 

This assignment is expected to run from December 2025 – September 2026, covering the preparatory phase, implementation, and post-event close-cut period. The company/team should demonstrate:

– Proven experience in managing large scale conference or convening (200+participants), preferably with the feminist, development or non-profile sector .

– Strong logistical networks and vendor relationships within Namibia.

– Demonstrated capacity to coordinate international participants’ logistics (visas, transport, accommodation, etc.).

– Experience providing audio visual, translation, interpretation and event design service, or managing third-party providers.

– Commitment to feminist values of respect, accountability diversity, inclusion and solidarity.

– Excellent organisational communications and problem-solving skills.

– Commitment to fair labour practices, including fair compensation, non exploitation of casual or temporary workers, and maintaining a safe working environment free from harassment and discrimination.

– Demonstrated adherence to feminist and ethical standards in vendor management, including policies on harassment, discrimination, conflict of interest and risk management.

– Evidence of environmentally  responsible practices and approaches to sustainability within event planning.

Application Methodology

Interested event and logistics companies are invited to submit an Expression of Interest (EOI) that includes:

– A company profile – outlining experiences in organising large-scale events, past clients (especially feminist or social justice organisations), and key personnel who would lead this assignment.

– Proposed approach – a short narrative (no more than two pages) describing how the company envisions supporting the planning coordination and execution of the AFF 2026 Forum, including suggested timelines and management structure.

– Preliminary budget estimate – an indicative cost breakdown for delivering the full scope of work described in this TOR, including coordination, logistics management, staffing and vendor oversight. (Final costs will be confirmed after detailed scoping with AWDF).

– At least three reference or samples from comparable events managed within the past five years.

EOIs should be submitted electronically to consultants@awdf.org  with the subject line: “EOI: Event and Logistics Support – AFF2026, Namibia.” 

Deadline for submission: 19 December at  23:59 (GMT).

AWDF strongly encourages applications from companies led by women, queer and  gender diverse people, and people living disabilities. In keeping with AWDF’s values and commitment to inclusive practice, companies with demonstrated approaches to equity, diversity and inclusion are especially encouraged to apply.

Read full Terms of Reference HERE