Biovision Africa Trust Is Hiring Terms of Reference (TOR) for Provision of Software Support in Conference Registration and Call for Abstracts for the 2nd Eastern Africa Agroecology Conference

Biovision Africa Trust (BvAT) is planning to hold the 2nd Eastern Africa Agroecology Conference on the 25th to 28th March 2025 in Nairobi- Kenya following a successful 1st Eastern Africa Agroecology Conference held in 2023. The conference is expected to bring together participants from various sectors including policy makers, research and academic institutions, private sector, farmers, as well as the development partners in the ecological organic agriculture industry.
To ensure smooth preparation and holding of the conference, BvAT on behalf of the conference organizers seeks the services of a professional Systems developer to develop an appropriate software to manage conference participants registration and call for abstracts.

Scope of Work:

a) Participant Registration

• Online Registration: Set up an online registration platform for participants, supporting individual and group registrations and ability to register third party.
• Multiple Registration Types: Facilitate various types of registrations (e.g., early bird, student, and normal delegate registrations, etc.).
• Automated Confirmation: Send automated registration confirmations and invoices to participants.
• Database Management: Keep a data base of all visitors to the conference registration system.

b) Payment Processing

• Payment Gateway Integration: Set up and manage payment processing for participant Registration fees, Exhibition fees, Side events and any other payments.
• Local Payment Methods: Integrate local payment methods, including mobile payment options (e.g., M-Pesa), credit card, and bank transfers, PayPal.
• Invoicing and Receipts: Automatically generate invoices and receipts upon payment.
• Refund Management: Provide options for handling refunds and cancellations in line with conference policies.

c) Call for Abstracts and Paper Submission

• Platform Setup: Set up an online platform for abstract calls and submissions by authors.
• Submission Portal: Provide an easy-to-use submission interface for authors and coauthors to submit abstracts and full papers.
• Format: Support for multiple formats (oral or creative arts, posters etc.)
• Topic and Themes: Support for multiple categories or thematic tracks for abstract submission.
• Submission Tracking: Allow participants to track their submissions and communicate with conference organizers.

d) Abstract Review and Approval

• Peer Review System: Implement a peer-review system for evaluating abstract submissions.
• Reviewer Management: Add and manage reviewers for the abstracts, ensuring the process is smooth and deadlines are met.
• Review Dashboard: Set up a dashboard where reviewers can provide scores, feedback, and recommendations.
• Communication: Notify authors of acceptance, rejection, or requests for revisions, and manage all correspondence.

e) On-site Conference Management

• Badge Printing and Check-in: Manage participant check-in, including on-site badge printing and digital check-in systems.
• On-site Support: Provide on-site support staff to assist with participant registration, session coordination, and logistics during the event.
• Exhibitor and Sponsor Management: Manage the participation and setup of sponsors and exhibitors.

f) Communication and Engagement

• Hybrid support: Integrate the system with hybrid support during the conference. The online registered delegates should join the conference via the platform.
• Email Communication: Manage bulk email communications to participants, speakers, and sponsors, including event reminders, updates, and post-event surveys.
• Social Media Integration: Promote the conference through social media channels and integrate live updates during the event.

g) Reporting and Analytics

• Registration Reports: Provide real-time reports on participant registration, payments, and attendance.
• Abstract Review Reports: Generate reports on the status of abstract submissions, review outcomes, and approval rates.
• Financial Reporting: Provide detailed reports on payment transactions, refunds, and financial reconciliation.

h) Post-Event Services

•  Survey and Feedback: Manage post-conference feedback surveys to gather input from participants.
• Final Reports: Provide a comprehensive post-event report, including participant statistics, financial overview, and recommendations for future events.

Deliverables:

1. Fully functional online registration and database of interested and registered delegates.
2. Fully functional abstract submission and peer review system.
3. Fully functional payment platforms for both local and international payment options.
4. Fully functional hybrid set up that supports online delegates’ participation (the delegates who register for online participation should be easily identified and supported to follow proceedings online). The platform should provide security features to prevent non-registered people to join the online platforms.
5. Real-time reporting and analytics tools.
6. Offer support before and during the conference.
7. Provide training to the inhouse staff of Biovision Africa Trust on how the system works.
8. The Book of Abstracts before the conference to guide participants on which sessions to attend
9. Post-event summary report

Service Provider Qualifications:

• Experience: Proven track record in managing academic or professional conferences of similar scale.
• Technology: Expertise in developing and deploying conference management platforms.
• Local Payments: Experience of integrating local payment methods, especially M-Pesa, card payments, and mobile banking.
• Support: Ability to provide technical support before and during the conference.
• References: Provide references or case studies of past conferences managed

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