Terms of Reference for Consultancy Service for Conducting for Biannual rural-urban trade expos area level (Galkio and Jariiban district)

Terms of Reference for Consultancy Service for Conducting for Biannual rural-urban trade expos area level (Galkio and Jariiban district)

Introduction.

The TERRA project, funded by Sida, is a two-year initiative aimed at improving food security for displacement-affected communities (DACs) by fostering regenerative, climate-adaptive food systems and strengthening rural-urban economic links. One of the key strategies of the TERRA Project is to enhance rural-urban business linkages through bi-annual trade expos that will provide platforms for both target communities and participants to build business connections, advertise products, and collaborate with other actors to improve their business models. These expos will be integral to mainstreaming rural-urban linkages into business curricula and plans, and to mobilizing larger private sector and government stakeholders to address systemic constraints that farmers and MSMEs face, like infrastructure and security. The biannual Rural-Urban Trade event will combine high-level panels with practical workshops .

The event duration could range from 2 days, depending on the attendees, the products produced by the farmers, type and the objective of the event. However, the members organizing the event should aim to:

• Showcase innovative rural-urban Micro, Small, and Medium Enterprises (MSMEs) active in the agribusiness value chain to raise awareness about the potential of agribusiness for entrepreneurs and its contribution to the national economy.
• Build awareness of the crucial role rural-urban MSMEs play in the Somali economy and discuss strategies to encourage their development.
• Connect MSMEs in farming, agribusiness, local food, retail, logistics, and other relevant sectors with private sector actors, traders, suppliers, and local companies to facilitate access to necessary inputs, services, and partnerships.
• Boost innovation, foster business deals, and attract future investment

Purpose of the Sop and what to expect/obtain from the trade expos.

This SOP outlines the procedures for planning, organizing, and managing market trade-fairs aimed at promoting local products, enhancing business linkages, and supporting MSMEs and producers to access new market opportunities. Before deciding to organize a trade fair, it is essential to determine the type, and level of the engagement and analyses the categories/profile of the possible participants and what drives exhibitors and visitors to participate, as their needs and expectations directly influence the event’s beneficiary . While the primary goal may seem to be “doing business,” the reality is more nuanced: participants weigh the costs against expected returns and look for unique value in each event. With this, you need to first determine the goals of the trade fair and develop a strategy to achieve the define objective and strategy. The objective must align them with the theme of the event.

Types of trade fairs.

TERRA Project will conduct two different types of trade-fair forums in 2025, each designed to serve different purposes and audiences. The first event will focus on exposure and orientation  at business promotion.

2025. Informalize (exposure) event– This event is designed to provide exposure and business orientation for rural and urban businesses, farmers, internally displaced persons (IDPs), and vulnerable host communities. The primary objective is to foster routine engagement and knowledge exchange between rural and urban participants. This event will be held twice in the 1^st year of the Project—once in an urban area and once in a rural area—in May and June 2025. Attendance will be limited to the target communities, creating a focused and balanced environment for learning and relationship-building. The event will take place in an open area, where farmers and MSMEs can exhibit their products for display and sale. It will be open to the public, with the “No Bajaj/Basket to return empty” phrase encouraging all participants to purchase something from the farmers or exhibitors.

A step-by-step approach to organizing trade fairs        

A step-by-step approach to organizing trade fairs

Event Management: This two-day event (urban May, rural in June 2025) aims to connect rural and urban MSMEs, farmers, IDPs, and host communities. Through exhibitions, networking, and business orientation, the goal is to foster knowledge exchange, stimulate agribusiness innovation, and facilitate partnerships. The tagline “No Bajaj/Basket to return empty” will incentivize attendees to purchase products on-site.

• Objectives
  • Facilitate linkages between MSMEs and suppliers, investors, traders, and service providers.
  • Highlight rural-urban agribusiness MSMEs and their role in the Somali economy.
  • Raise awareness on agribusiness opportunities and strategies for MSME growth.
  • Promote innovation, business deals, and market/investment insights.

Scope of Work event Management

1. Event Design & Program Coordination
   1. Co-develop detailed event agenda and format (workshops, panel discussions, etc.).
   2. Ensure flow for opening ceremony, business exhibitions, sessions, and closing.
2. Venue & Logistics
   1. Hire service providers (tents, chairs, tables, PA system et (an urban and rural) with appropriate services.

1. 1. Arrange transport for participants and farmers if needed.

1. Site Cleaning with coordination of waste Management Company
2. Safeguarding Event materials and Assets as after they are delivered to event location.

• Food Service
  1. Provision of refreshment and lunch for event attendees.

1. Security & Health Measures
2. Conduct a site security assessment.
3. Provide Security guard and Police for event location.
4. Develop an emergency plan and assign security personnel and implement security protocol, crowd management, and first aid.

1. Participant Welcome & Registration
2. Provide and manage on-site registration counters, badges, and welcome packs.
3. supervise participant flow and questions during two event days.
4. Communication & Visibility
5. Prepare branded materials (Programme, banners, flyers, brochures, leaflets, catalogues).

• Formal Launch & Program Flow

1. Arranging MC/speakers, timekeeping, and transitions for opening ceremony and formal program kick-off.

• Documentation & Reporting

1. 1. Generate and share a comprehensive event report.
   2. After successful completion of the event, the real work begins where you will need to conduct post-expo review meetings with stakeholders to follow-up recommendations/action points.

1. Provide professional photography, videography, and session recording.
2. collect all participant’s attendance
3. Duration and Timeline

The assignment should be completed within 2 days’ timeframe.  A detailed work plan and timeline will be developed upon contract signing.

1. Required Documents;

1. Company profile.
2. valid Registration
3. Bank Statement for last Three months.
4. Evidence of Previous Experience.
5. Technical Proposal
6. Financial Proposal Download Now.

1. How to Apply

Interested Contractors with having sound capacity and relevant experience in similar work are here by invited to submit their bids in a sealed envelope clearly marked with tender Name and location above and be dropped at the tender box located at KAALO, Cabdi Yare Geelaaye Road (Ex-Spegheti House Road), Second Floor, Infront of Meeting Hall, KAALO Office Garowe – Puntland. The deadline for submitting bids is 30^th May – 12^th June 2025 at 03:00PM and any tender or documents received later than this date and time will not be accepted.

Any questions about the bid documents, please contact KAALO Office in Garowe, Puntland.

Contacts:  +2525844247 email: procurement@kaalo.org