Terms of Reference (TOR) for Event Organizer for the Kickoff of the Second Cohort of the Mastercard Foundation EdTech Fellowship

Terms of Reference (TOR) for Event Organizer for the Kickoff of the Second Cohort of the Mastercard Foundation EdTech Fellowship

Background

Reach for Change Ethiopia is a nonprofit organization dedicated to empowering social entrepreneurs to address critical challenges affecting children, youth, and women. As part of this mission, we run the Mastercard Foundation EdTech Fellowship Program, which supports innovative entrepreneurs driving transformation in education through technology.

The kickoff event for the second cohort of the EdTech Fellowship is a flagship initiative to officially begin the second cohort of the program and celebrate the 13 selected EdTech entrepreneurs. This event will require meticulous planning and high-level execution to reflect the program’s prestige, highlight its impact, and inspire stakeholders.

 

Objective

The objective of this TOR is to recruit a professional event organizer to design, plan, and execute a high-quality, innovative, and visually captivating event that sets the tone for the Fellowship’s second cohort and highlights the achievements of its entrepreneurs.

 

Scope of Work

The event organizer will provide comprehensive services tailored to the requirements of the kickoff event. Key tasks include:

Event Design and Planning

• Develop a creative and cohesive event theme, incorporating educational technology (EdTech) elements.
• Propose a detailed event design, including:
• • Artistically Designed Backdrop: Incorporate doodles or animations inspired by the creations of the first cohort of EdTech Fellows.
  • Custom Signage: Suggest and design wood-cutout signage featuring slogans such as “Empowering EdTech Changemakers” or “Transforming Learning Through Innovation.”
  • Event Floor Plan: Design an efficient layout for seating, stage setup, and interactive areas.
  • Creative Installations: Include elements such as totem screen galleries and VR headsets showcasing the profiles of the selected EdTech entrepreneurs.

 

Venue Sourcing and Setup

• Identify and secure a suitable venue capable of hosting 100–200 participants.
• Design the set up for the stage ahead of time to secure approval from the Mastercard Foundation early to begin work.
• Provide ushers for the event to guide guests.
• Execute precise stage setup with premium quality sound, lighting, and visual aids to ensure a professional atmosphere.

 

Event Branding and Materials

• Design and produce event branding materials such as:
• • Banners, flyers, and digital assets.
  • Creative invitations for stakeholders and participants.
• Include thematic elements that align with the EdTech sector and the Mastercard Foundation brand.

 

Musical Performances

• Coordinate a performance by the Ethiopian Marching Band to open the event with grandeur and excitement.
• As an alternative, arrange for violinists to perform during scheduled break times to enhance the ambiance and create a sophisticated atmosphere.

 

Audio-Visual and Technical Support

• Provide top-tier audio-visual services, including:
• Projectors, screens, and high-definition sound systems.
• • Live streaming setup for virtual attendees (if applicable).
  • Technical support throughout the event.

 

Interactive Displays and Highlights

• Create a gallery walk of the 13 selected EdTech entrepreneurs, featuring either:
• • Totem screens showcasing animated profiles and achievements.
  • Infographics or video clips presenting their EdTech innovations.
• Suggest engaging ways to incorporate storytelling elements about the Fellowship journey.

Catering and Hospitality

• Ensure special arrangements for VIP guests, including reserved seating.

Decoration and Ambiance

• Implement a vibrant EdTech-inspired theme with creative decorations.
• Include floral arrangements, table centerpieces, and other design elements to elevate the venue’s ambiance.

Event Day Coordination

• Ensure smooth execution of the event, from setup to breakdown.
• Manage on-site logistics, including ushering, registration, and attendee support.