Call for Logistics and Event Management Services: WUSC IGNI+E Global Conference

Call for Logistics and Event Management Services: WUSC IGNI+E Global Conference

Assignment Title: Logistics and Event Management Services for WUSC IGNI+E Global Conference

Release Date:       March 30th, 2026

Closing Date:       20th April, 2026

Location:               Addis Ababa, Ethiopia         

Event Dates:         8th – 16th September, 2026

1. Background

WUSC – World University Service of Canada – is a leading Canadian non-profit organization in international development, committed to providing education, economic opportunities and empowerment opportunities that improve the lives of millions of disadvantaged youth around the world. 

WUSC’s volunteer cooperation project called IGNI+E (Innovative Global Networks for Inclusion + Equality, pronounced IGNITE), is an 8-year initiative (2020-2028). funded by Global Affairs Canada, that will strengthen the performance of over 70 partner organizations to advance gender equality and economic empowerment for 1.2 million poor and marginalized youth (70% women). Applying an inclusive systems approach, WUSC is working with a diverse portfolio of partners in each country to address root causes of youth unemployment and influence sustainable ecosystem improvements for youth. IGNI+E is harnessing the knowledge, capacity, and expertise of 900 skilled volunteers who, through 1015 volunteer assignments, collaborate with partners to develop and build on existing skills and abilities by exploring solutions that are inclusive of diverse perspectives and experience.  

As part of our IGNI+E Program, WUSC will convene a week-long event in Addis Ababa, Ethiopia, bringing together the IGNI+E staff team from 6 countries (Canada, Cote D’Ivoire, Ghana, Jordan, Malawi, Sri Lanka) to:

Discuss project challenges and good practices, strategy and plan to achieve project results for the remaining 15 months of the project’s implementation

Discuss learnings from the project to date to inform the design of WUSC’s next Volunteer Cooperation Program

Prepare the project close-out plan.

2. Scope of Work 

The WUSC IGNI+E Team seeks a suitably qualified, single, accountable service provider to deliver seamless end-to-end logistics and event management for the IGNI+E Global Meeting, encompassing hotel services coordination and management, transport in Ethiopia, tourism activities, per diems disbursement, printing and branded materials, medical and emergency services support and on-site event services, that are compliant, cost-effective, and aligned with the program’s value-for-money requirements.

Please access full Event details, dates and requirements here 

3. Deliverables

The selected service provider will be expected to deliver:

A comprehensive plan with timelines and a dedicated activity manager.

Confirmed bookings for all participants.

Secure and auditable disbursement of per diems with supporting documentation such as participant registers, acknowledgements, and reconciliation reports (where necessary).

Production and timely delivery of all printed and branded program materials, including proofs and final samples.

Local context information for participant handbook (electronic).

On-site event coordination, including registration, hospitality, and participant support (on-site team fluent in English).

A comprehensive close-out report, capturing lessons learned, financial reconciliation, and recommendations for future events.

4.Proposal Requirements

Interested service providers are invited to submit a proposal that includes:

Company profile (detailing capacity, suitability and experience)

Technical Proposal (approach of delivering services, additional benefits, etc) 

A draft of timeline showing how you will manage the lead-up to the event.

Your specific strategies for handling  logistical challenges (e.g., power outages, internet connectivity issues, or vendor cancellations).

Financial proposal in Ethiopia Birr (detailing pricing for each of the required services, with each section costed separately)

Payment schedule and Quote Validity Period

Cancellation and refund policy for all bookings, service providers

Details of similar previous work (Please indicate number of attendees, local or international, scope, details of safeguarding and ground organization) 

Contact information for two references

Proposals will be assessed based on:

Capacity and suitability of provider

Value for money

Commitment to safeguarding, accessibility, and safety

Experience hosting, facilitating, and managing similar international/non-profit events.

5.Submission Guidelines

Interested service providers are required to submit their technical/financial proposal (as per section 4) electronically to [email protected] on or before 11:00 PM EST, Monday, 20th April, 2026.

WUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, consultants, representatives, partners and service providers shall correspond to the values and mission of the organization. WUSC adheres to strict safeguarding principles and promotes responsibility, respect, honesty, and professional excellent