Deadline: 19 December at 23:59 (GMT).
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.
African Feminist Forum (AFF) 2026 will bring together approximately 250 African feminists and women’s 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 conferences, 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 advice;
- Event coordination and onsite management;
- Post-event.
Duration of the assignment
This assignment is expected to run from December 2025 to September 2026, covering the preparatory phase, implementation, and post-event close-out period. The company/team should demonstrate:
- Proven experience in managing large-scale conferences or convening (200+participants), preferably with the feminist, development or non-profit 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 services, 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 references or samples from comparable events managed within the past five years.
Read full Terms of Reference HERE
How to Apply
EOIs should be submitted electronically to consultants@awdf.org with the subject line: “EOI: Event and Logistics Support – AFF2026, Namibia.” by the deadline.
AWDF strongly encourages applications from companies led by women, queer and gender diverse people, and people living with 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.
