Event Coordination Proposal · Girl Up
Leadership in
STEAM Summit
Nairobi, 2026
A proposal by Kaya Events — demonstrating capacity, commitment, and a clear blueprint to deliver an exceptional, safe, and transformative two-day summit for 100–150 young women from across Kenya.
Kaya Events
kayaevents.com · Nairobi, Kenya
Contract type
Company / Organisation
Contract duration
1 July – November 2026
Languages
English (primary) · Swahili ✓
Compensation range
$2,500 – $3,000
02
Scope of work response
How we deliver
every TOR objective
Mapped directly to the six areas outlined in the Terms of Reference. Each area below reflects the specific activities we will own end-to-end.
Program & Event Planning
End-to-end work plan & agenda architecture
We develop a master event work plan from Day 1 of the contract, with phase-gated milestones, an owner for every task, and a live master tracker shared with the Program Lead throughout.
- Comprehensive work plan and timeline from July to November
- Summit agenda co-designed with Girl Up Program Lead
- Speaker, facilitator and panellist confirmation and briefing pack
- Session-level run sheets and facilitator guides
Communication & Participant Engagement
Participant journey from first contact to arrival
Our technical infrastructure enables us to build structured communication databases, automated email workflows, and registration systems that are reliable and scalable for 150 participants.
- Primary point of contact for all participants pre-event
- Invitations, confirmations, and update email sequences
- Registration system with tracking dashboard
- Participant onboarding and outreach support
Logistics & Operations
Venue, vendors, materials — confirmed and briefed
We maintain a vendor network in Nairobi covering catering, transport, AV, printing, and merchandise production — and we brief every supplier in writing ahead of the event.
- Venue setup, seating, branding and AV coordination
- All vendor liaison, contracting and confirmations
- Badge, toolkit, merchandise production and distribution
- Registration desk and participant check-in management
On-Site Event Coordination
Calm, decisive ground leadership across both days
On summit days we lead all ground execution — managing the run-of-show, directing the coordination team, resolving issues before participants notice them, maintaining a safe energised environment.
- Lead on-ground coordinator for November 16 and 17
- Real-time troubleshooting and escalation chain
- Safeguarding and participant safety oversight
- Floor team briefing, positioning, and communication
Content & Documentation
Institutional-grade deliverables start to finish
Our association with tuiFUND — whose work includes producing strategic reports, scope-of-work documents, and funder-facing briefs — means documentation output is institutional-grade, not an afterthought.
- Summit materials: welcome packs, programmes, certificates
- Photo, video and testimonial collection coordination
- Post-event impact report with participant data
- Lessons learned document for future editions
Stakeholder Coordination
Partners, sponsors, and organising team alignment
Multi-stakeholder coordination is familiar ground — we have managed co-hosted events, institutional partnerships, and community-facing convenings with different stakeholder needs running in parallel.
- Partner and sponsor liaison and relationship management
- Regular written updates to the Girl Up organising team
- Coordination meetings — structured and minuted
- Stakeholder briefing documents before summit days
Demonstrated experience
Events we have
planned and delivered
Five distinct events spanning youth programming, institutional convenings, community engagement, and thought leadership — each demonstrating capabilities directly relevant to the STEAM Summit brief.
Xmas Kwa Ghetto — Mukuru Community Celebration with VICCO
Co-coordinated a large-scale Christmas community celebration in Mukuru’s Viwandani ward with the Viwandani Comprehensive Community Organisation (VICCO), bringing together over 200 children of all age groups in a safe, joyful, and inclusive environment. The event combined entertainment, talent showcasing, and community solidarity in one of Nairobi’s largest informal settlements — demonstrating capacity to manage youth-centred events at scale, in complex community settings, with genuine safeguarding awareness.
Co-hosted Masterclass — Catalyst Now & Instiglio
Co-hosted a structured professional learning event with Catalyst Now and Instiglio, managing coordination across two external organisations, facilitator briefings, participant registration, and session logistics. Directly comparable to a multi-stakeholder summit format.
Donors Roundtable — Civil Society & Funders
Facilitated a high-stakes donors roundtable bringing together institutional funders and civil society leaders — managing multi-stakeholder invitations, briefing documentation, venue logistics, and facilitation support in a formal convening environment.
Grassroots Leaders Community Townhall — tuiFUND
Led a community open day engaging grassroots organisers and local leaders in accessible dialogue around civil society funding and advocacy. A demonstration of inclusive, community-responsive event design that mirrors the girl-centred ethos of the STEAM Summit.
Lightup Impact Fireside Chat — Decolonizing Aid & Philanthropy
Produced and managed an editorial fireside chat on decolonizing aid and philanthropy — engaging youth leaders, civil society practitioners, and sector commentators. Demonstrates alignment with equity, inclusion, and youth empowerment values central to Girl Up’s mission.
Technical infrastructure
The tuiFUND advantage —
systems thinking meets event delivery
Kaya Events is built and supported by the same architect behind tuiFUND.com — a custom WordPress platform connecting East African civil society organizations with grant opportunities at institutional scale. This gives our event operations a level of technical rigor most event coordinators cannot match.
“A participant database designed like an institutional system. A report drafted like a funder brief. A registration flow built like a platform — not a spreadsheet.”
Platform Systems Architect & Institutional Growth Lead · tuiFUND.com · Nairobi · Oct 2025–Present
Designed UN SDG-aligned data classification architecture · Built automated matching logic for 155+ countries · Migrated full platform from Wix to custom WordPress · Produced strategic reports, theories of change, and funder-facing impact narratives · Led non-technical stakeholder onboarding across East Africa.
Participant data systems
Structured participant databases with tracked fields — registration status, travel logistics, dietary needs, emergency contacts, consents. No data lost.
Email communication workflows
Automated, sequenced communication to participants — invitation, confirmation, pre-event briefing, day-of logistics, post-event survey.
Institutional-grade reporting
Post-event impact reports structured for funder audiences — narrative, data, participant feedback synthesis, and lessons learned.
Taxonomy & classification
Session tracking, speaker databases, and participant segmentation using SDG-aligned classification ready for international reporting standards.
WordPress & digital systems
Full-stack CMS management means event materials, registration pages, and documentation portals can be built in-house without external developers.
Strategic documentation
Scope of work documents, briefing packs, completion reports, and stakeholder communications produced to professional, funder-ready standards.
Qualifications alignment
Every required qualification
accounted for
The TOR lists specific qualifications and preferred criteria. Here is the direct match.
Proven event coordination and logistics management
Demonstrated across five events — from 200-person community celebrations to institutional roundtables — each requiring end-to-end logistics ownership.
Youth programmes, conferences, or summits experience
Xmas Kwa Ghetto (200+ children, Mukuru), Grassroots Leaders Townhall, and Catalyst Now masterclass demonstrate structured youth and community programme delivery.
Girls’ and STEAM-focused programme experience
Our work in equity-focused platforms and youth-centred events reflects genuine alignment with girls’ empowerment and STEAM values — not a checkbox.
Strong project management and organisational skills
Demonstrated through multi-phase platform development, institutional grant pipeline management, and complex multi-stakeholder event delivery under tight deadlines.
Based in Nairobi, Kenya
KayaEvents is Nairobi-based with deep familiarity across the local vendor landscape, venue ecosystem, and community geography.
Experience with NGOs, international organisations, or youth networks
tuiFUND works directly with East African civil society organisations and international funders — including producing deliverables at The Global Fund for Children level.
Passion for gender equality and advancing girls in STEAM
Our involvement in decolonizing philanthropy, grassroots leadership, and youth equity events reflects a genuine, practised commitment — not a line in a proposal.
Safeguarding and youth protection standards familiarity
Community events in informal settlements with children require active safeguarding practice — not just policy awareness. Full framework in the Blueprint below.
A gift to the organising team
Leadership in STEAM 2026
Success Framework
Whether or not Kaya Events is selected as coordinator, we offer this planning framework freely to the Girl Up team. It is a working document and not a sales deck.
Phase-by-phase planning timeline
Foundation & Onboarding
- Coordinator onboarding with Program Lead — roles, reporting lines, escalation protocol
- Stakeholder map: facilitators, speakers, sponsors, partners, vendors, venue
- Master event tracker created and shared — live throughout the project
- Venue shortlist: 3–5 Nairobi options suited to 150 girls (safety, accessibility, AV, catering)
- Budget framework drafted with line items per TOR scope areas
- Communication plan: what, when, to whom, from whom
Architecture & Confirmation
- Summit agenda co-designed with Program Lead — session types, timing, speaker slots
- Speaker and facilitator identification, outreach, and confirmation
- Venue selected, contract reviewed and signed
- Registration system built — participant fields, tracking dashboard, confirmation workflow
- Email communication templates drafted and approved
- Catering and AV vendor confirmed and briefed
- Milestone: all speakers and facilitators confirmed by end of August
Participant Mobilisation
- Participant recruitment and application process launched
- Applications reviewed and selection communicated
- Participant confirmation emails, travel logistics, and onboarding sent
- Consent forms and photo/media permissions distributed and collected
- Participant database complete: name, age, school, location, dietary, emergency contact
- Milestone: 100% participant list confirmed by end of September
Production & Materials
- Welcome packs, programme booklets, and certificates designed and sent to print
- Badges, name tags, and lanyards produced
- Toolkits and participant merchandise confirmed and delivered
- Speaker briefing packs distributed — session objectives, timing, audience profile
- Full run-of-show drafted for both summit days
- AV, tech, and staging requirements confirmed with venue
- Photography and videography team briefed — shot list, consent requirements
Final Approach
- Final participant confirmation and reminders sent
- Venue walkthrough with full coordination team
- Staff and volunteer briefings — roles, positions, communication protocol
- Safeguarding protocol activation — designated lead confirmed, emergency contacts live
- All materials packed and logistics confirmed for delivery to venue
- Day-before setup: registration desk, signage, branding, AV test
Summit Days — Full Execution
- Lead coordinator on ground minimum 2 hours before participant arrival
- Registration desk active — check-in, badge distribution, onboarding
- Run-of-show managed minute-by-minute with floor team
- All session transitions, speaker introductions, and timing managed
- Real-time issue resolution — safeguarding incidents, AV failures, schedule changes
- Content capture managed throughout — photos, video, testimonials
- Post-summit survey distributed to participants before departure
Capture, Reporting & Close
- Participant survey responses compiled and synthesised
- Photo and video library organised and delivered to Girl Up team
- Post-event impact report first draft submitted to Program Lead
- Stakeholder thank-you communications sent
- All vendor contracts and payment records compiled and closed
- Internal lessons-learned session with coordination team
- Learnings document submitted — recommendations for 2027 edition
Youth-centred design principles
Age cohort differentiation
- 13–15: mentorship pairing, structured facilitation, parental communication
- 16–18: peer-led workshops, innovation challenges, role model panels
- 19–22: leadership tracks, career pathways, networking sessions
Safe space design
- Designated quiet room and debrief space available at all times
- Anti-discrimination and inclusion commitment communicated on Day 1
- Trauma-informed facilitation guidance for all speakers
- Safe disclosure pathway clearly communicated to all participants
Documentation deliverables
What Girl Up receives
- Master event work plan and tracker (live throughout)
- Stakeholder and participant communication database
- Day-of run-of-show for both summit days
- Speaker and facilitator briefing packs
- Post-event participant feedback synthesis
- Photo and video content library — organised and captioned
- Post-event impact report (narrative + data)
- Learnings document for the 2027 planning cycle
- All vendor contracts, confirmations, and payment records
🛡️ Safeguarding & Youth Protection Framework
Let’s build something
remarkable for these girls
The Leadership in STEAM Summit has the potential to shift the trajectory of 150 young women from across Kenya. Kaya Events is ready to deliver every detail of that experience — from the first email to the final report.