Background
The Ghana Digital and Innovation Week (GDIW) was inaugurated in 2021 under the auspices of the Office of the Vice-President of Ghana, in collaboration with key ecosystem actors and enablers. It formed part of a trilateral initiative to celebrate the accomplishments of Ghana’s digital innovation ecosystem and to build momentum toward a shared vision for its continued growth and development.
The conference builds on the trilateral cooperation between Ghana, Germany, and Israel on Innovation for Development. Initiated in 2019, this cooperation aimed to promote governmental awareness of digital innovation and support the growth of Ghana’s digital transformation and innovation ecosystem. Over time, the initiative has evolved into a broader multilateral effort, welcoming the participation of additional development partners and stakeholders. This shift reflects the growing recognition of the need for coordinated, cross-sector collaboration to sustainably advance digital transformation in Ghana and beyond.
The Ghana Digital Innovation and Week is a platform to celebrate the accomplishments of Ghana’s digital transformation and innovation ecosystem and build momentum towards a common vision for its future development. The aim is to mobilize diverse digital innovation ecosystem stakeholders towards more collaborative and inclusive ecosystem development. The Ghana Digital and Innovation Week aims to bring together leaders in government, private sector and industry practitioners, national business leaders, academics and research scholars, ecosystem enablers and intermediaries, innovators and international development partners for open discussions that optimize existing interactions between different stakeholders as well as enable stakeholders to discover and take up new roles in the digital innovation ecosystem of Ghana.
Key ecosystem actors and enablers are invited to organize and host diverse, multi-stakeholder driven events and activities that target different audiences and ecosystem segments throughout the span of a week.
The Ghana Digital and Innovation Week (GDIW) is the country’s flagship convening platform dedicated to showcasing and accelerating digital transformation and innovation across public, private, and civil society sectors. As part of the buildup to the 2025 edition of GDIW, the Secretariat is organizing a high-level Pre-Event Launch aimed at setting the tone for this year’s program, engaging multilateral stakeholders, and unveiling the official theme.
Purpose of the Assignment
The objective of this Terms of Reference (ToR) is to outline the roles and deliverables of a selected consultant, firm, or event services provider tasked with supporting the planning and execution of the GDIW 2025 Pre-Event Launch. This will include venue logistics, event organization, marketing and media, stakeholder engagement, and post-launch activities..
Participants
The events will bring together varied participants – from leaders in government, private sector and industry practitioners, national business leaders, representatives of academia and research scholars, ecosystem enablers and intermediaries, innovators , and international development partners. More specifically,
- Private sector, civil society, and academia
- Ministries and Government Agencies in the landscape of digital innovation
- Ministers of the aforementioned Ministries
- Representatives from Israel (Embassy, Mashav, MCTC) and Germany (Embassy, GIZ), as well as other development partners.
- Funding partners like FCDO, MEST Africa, UNDP, VCTF, among others.
- Innovation partners such as CSIR, Ashesi University etc.
Terms of Reference (Annex 1)
Objective of Consultancy
The Consortium Partners seeks to hire an experienced and resourceful events management firm to successfully plan, execute and manage, in close alignment with GDIW secretariat and the event’s planning committee, the above-described activities of the Ghana Digital Innovation Week 2025 pre-event launch.
More specifically, the Consultant shall:
- Support the co-creation, preparation and overall design of the pre-event launch, ensuring an alignment between the scope, proposed program/agenda, modalities, facilities and logistical arrangements.
- Ensure smooth coordination with the Consortium partners and the event’s planning secretariat, including participation in coordination meetings
- Be the overall on ground event coordinator, working closely with the program manager.
- Be responsible for the preparation, implementation and overall management of all logistical issues and arrangements related to hosting a successful and professional high-profile event.
- Collaborate with the consortium partners to advise on technical and strategic perspectives for an effective and inclusive event that feeds into a national agenda
- Contract suitable service providers, as needed, and liaise with these service providers regarding locations/space, banqueting, media, IT equipment/infrastructure, and other related arrangements.
- Ensure availability of an efficient secretariat and clerical/administrative support team that will oversee the invitation and registration process working with the program manager.
Deliverables
A. Venue Management & Logistics
- Secure an appropriate venue to host up to 50 participants
- Arrange seating, registration desk, name tags, and branded materials
- Provide refreshments (water, tea/coffee, light snacks)
- Manage setup and breakdown of event infrastructure
- Coordinate venue-related payments and permits
B. Event Organization & Coordination
- Manage RSVP and guest list (including confirmation calls/emails)
- Coordinate protocol for high-level guests
- Provide on-site coordination team on the day of the event
- Provide event MC or moderator if required
C. Communications & Branding
- Provide clear signage and visual aids
- Develop a branded digital invite for dissemination
- Ensure branding consistency with GDIW identity guidelines
D. Media & Documentation
- Provide professional photography and videography services
- Livestream the event.
- Produce a 2-minute highlight video for post-event communication
- Prepare a media press release to be issued within 24 hours post-event
- Archive visual and media assets for use in future GDIW promotion
- Design social media materials( fliers & video documentary ) for marketing
- Be the agency to manage, strategies and run effective ads and media campaigns to get public interest
E. Publicity & Marketing
- Coordinate social media content for the week of the launch (pre/during/post)
- Design and schedule social media graphics in line with GDIW branding
- Coordinate targeted email campaigns (using existing mailing lists)
- Engage with influencers or ecosystem champions to amplify reach
F. Stakeholder Engagement & Reporting
- Liaise with the Secretariat on invitee confirmations
- Coordinate talking points and briefing packs for speakers
- Submit a comprehensive event report, including lessons learned and recommendations for the main event.
Required Expertise
The ideal consultant should have:
- Proven experience in event planning and execution for high-level stakeholders
- In-house or outsourced media and creative design capabilities
- Familiarity with policy, innovation, or tech ecosystem events
- Strong attention to detail, communication skills, and time management
Reporting Line
The selected provider will report directly to the Consortium partners, with day-to-day coordination supported by the GDIW Secretariat
Budget Guidance
This assignment is expected to adhere to a cost-conscious approach with a transparent, itemized budget breakdown, including unit costs and vendor quotes. Line items such as souvenirs (e.g., T-shirts, packaging bags) are to be excluded. Emphasis will be placed on essential components: venue, logistics, media, and communication.
Contact
For clarification or further information, please contact:
Courage Asase
Programs Manager, GDIW
Email: courage.asase@impactinvestinggh.com
Proposed Launch Period
July 30, 2025. Location: Accra, Ghana
To Apply: