The MAMA Network (Mobilizing Activists around Medical Abortion) is a significant regional movement comprising numerous African activist organizations dedicated to promoting self-managed abortion. Co-coordinated by the Trust for Indigenous Culture and Health (Kenya) and Women Help Women (international), the MAMA Network unites 72 organizations across 24 African countries.

We are excited to announce that we will be hosting the fifth global Abortion & Reproductive Justice Conference (ARJC) conference on the 14th and 15th of June 2026 and pre conference on 13^th June 2026 in Kenya. The ARJC is anticipated to attract around 800 to 1,000 participants, including activists and academics, who will come together to engage in vital discussions and exchanges surrounding abortion and reproductive justice. This year’s conference aims to go beyond traditional frameworks, offering innovative content and methodologies that challenge the status quo.

We are creating a dynamic environment that is not merely a platform for sharing knowledge but a space designed to reimagine and reshape the field of reproductive rights. Our vision for a truly impactful feminist conference is to do more than just discuss issues; it aims to disrupt existing discourses, transform practices, and spark new collaborations that will collectively shape the future of reproductive justice.

To support the successful execution of this ambitious conference, the Conference Organizers are actively seeking to hire a skilled event planner. The ideal candidate will possess extensive experience in managing large-scale events, have a strong understanding of the complexities involved in conference organization, and share a commitment to the principles of feminism, abortion rights, and reproductive justice.

Purpose of the Assignment

The objective of this assignment is to meticulously organize the Abortion & Reproductive Justice Conference (ARJC) 2026, hosted by the MAMA Network. This encompasses comprehensive event planning, logistical support, and effective event management to ensure a seamless experience for all participants.

Expected Deliverables

1. Venue Selection: Compile an extensive list of potential venues suitable for the conference, including hotels that can accommodate 1,000 attendees. This should include conducting thorough site visits to assess the venues, providing a detailed overview of available spaces, amenities, and visual documentation (photos), as well as cost estimates for each option. The final list will be presented to the MAMA team for evaluation and selection.

2. Event Coordination with Venue Management: Once a venue is chosen, serve as the main point of contact and coordinate effectively with the venue and hotel management. This will involve detailed planning activities such as booking arrangements, layout and decoration planning, creating a comprehensive event schedule, and ensuring compliance with all safety and security requirements. Develop and share with participants prior to travel conference welcome pack highlighting tour/ dinning venues, accommodation options, transport options etc. Additionally on request of attendees, coordinate side events for attendees, such as guided city tours, external dining opportunities, and other activities, will be integral to the planning process.

3. Travel and accommodation arrangements for MAMA members, coordinators & LSN: Organize travel arrangements for all 100 participants. This includes assessing visa requirements and supporting with visa applications, compiling arrival and departure schedules, and identifying and booking accommodation. Organizing airport pickups and drop offs.

4. Travel Arrangements for other conference participants: Develop a thorough and detailed list of travel arrangements for all conference participants. This includes assessing visa requirements/ application process, and providing participants with conference invitation letters, identifying accommodation options, transport options for airport picks and drop offs and sharing with participants. Furthermore, provide personalized assistance to attendees on a case-by-case basis to accommodate any specific needs or concerns.

5. Logistical Support: Facilitate logistical and operational support for the entire event. This includes identifying and managing various venues for banqueting and catering services, conferencing rooms, ensuring internet connectivity, and overseeing safety & security protocols. Set up and manage registration desk, arrange audio-visual equipment, printing materials, and production support for the pre-conference and main conference will also be essential.

6. Document Production and Distribution: Oversee the creation, production, and distribution of all essential meeting documents and informational materials as approved by MAMA. This includes preparing name tags, arrival information packs, conference program and any other necessary literature to assist participants upon their arrival.

7. Venue Arrangement: Oversee the management of the venue arrangement process. This includes organizing pre-event site visits with the Coordination team to ensure that all aspects of the venue meet the required standards. Review equipment and assess the audio-visual capabilities of the venue, coordinating any necessary rentals of supplementary equipment.

8. Exhibition: Set up and manage allocation of exhibition booths for participants to showcase their work. Ensure the needs of the exhibitors are met.

9. Interpretation Services Coordination: Ensure that professional interpretation services are available for the conference. This involves organizing qualified interpreters and making arrangements for any necessary equipment to facilitate simultaneous translation in multiple languages, including English, French, and Spanish.

10. Accessibility Assurance: Conduct a thorough examination of accessibility at the conference venue to ensure that all logistics accommodate attendees with disabilities, including those with mobility, auditory, and visual challenges. This includes conducting site inspections and providing recommendations for any necessary improvements, such as ramps, elevators, wide doorways, accessible restrooms, and suitable seating arrangements. Ensure that all event spaces—such as meeting rooms, exhibition areas, and restrooms—are fully accessible and feature clear signage to aid navigation.

To apply for this position, we kindly submit the following documents to this email: coordinator@mamanetwork.org.

1. CV, outlining relevant professional experience and qualifications. If you are applying as a company, please provide a detailed company profile.

2. Proposal that includes a summary of other similar conferences you have organized, including key details such as the themes, number of participants, and any notable outcomes, your motivation for applying for the role and the value you hope to contribute to our team.

3. Financial proposal. Budget should be in USD.

Deadline for receiving applications is 7th July 2025.

Thank you for your interest in this role. We look forward to reviewing your application.