Heirs Tech Buildathon & Innovation Engine – Grand Finale / Tech Fair
REQUEST FOR PROPOSALS (RFP) – End-to-End Event Planning & Management Services
1. Introduction & Background
Heirs Technologies is launching the Heirs Tech Buildathon & Innovation Engine, an annual, enterprise-backed innovation platform designed to identify, incubate, and scale African technology ventures across four strategic sectors: Fintech, Power & Energy, Health, and Insurance. The pilot programme culminates in a Grand Finale / Tech Fair where the top 8 finalist teams pitch to an Investment & Innovation Committee for a ₦20,000,000 prize pool, in front of up to 500 onsite guests and 1,000 online attendees.
Heirs Technologies is inviting qualified event planning and management companies to submit a proposal to own the full, end-to-end delivery of the Grand Finale / Tech Fair — from venue sourcing through guest entry, catering, and breakdown. This is a single-vendor RFP: Heirs Technologies is looking for one event planner to manage the entire day, subcontracting specialist suppliers (catering, Audio-Visual (AV), decor, security, etc.) as needed under their own coordination, rather than Heirs Technologies managing each supplier
2. Programme Overview
| Programme Name | Heirs Tech Buildathon & Innovation Engine — Grand Finale / Tech Fair |
| Sector Tracks | Fintech · Power & Energy · Health (Healthtech) · Insurance |
| Event Format | 1-day, in-person Grand Finale / Tech Fair with after-party, up to 500 physical guests and 1,000 online attendees |
| Attendee Mix | 8 finalist teams, judges (Investment & Innovation Committee), sponsors, mentors, Heirs Technologies staff/leadership, press, general guests |
| Location | Lagos, Nigeria (Victoria Island or accessible environs preferred) |
| Prize Pool | ₦20,000,000 (₦5,000,000 to one winner per sector track), presented on stage |
REQUEST FOR PROPOSALS (RFP) – End-to-End Event Planning & Management Services
3. Scope of Services
The selected event planner is expected to manage the following end-to-end, as a single point of accountability:
3.1 Pre-Event Planning & Coordination
- Source, shortlist, and book the venue against the requirements in Section 3.2
- Develop and manage a full run-of-show / event timeline in coordination with the Heirs Tech Buildathon Steering Committee.
- Source and manage sub-vendors: catering, AV/staging, decor, security, transportation/logistics, photography/videography, as required.
- Coordinate with the platform vendor (managing online registration and finalist data) to ensure a smooth handoff into on-site check-in.
- Manage production of branded collateral placement on-site (banners, stage backdrop, flagpoles, exhibition signage) using assets supplied by Heirs Technologies.
- Present a detailed budget, staffing plan, and vendor list for Heirs Technologies’ sign-off ahead of the event
3.2 Venue
- Capacity for up to 500 guests, with a layout for seated audience, a stage/presentation area, and exhibition/sponsor booth space.
- Reliable power (with backup) and stable, high-speed internet sufficient for live-streaming of the event to online attendees.
- Stage with projector/LED screen and PA system for keynote/panel speaker slots and finalist pitches.
- A layout or secondary space capable of transitioning into an after-party format the same evening.
- On-site parking or convenient access, located within or near Victoria Island, Lagos.
- Adequate restroom facilities and on-site security/facilities staff for the full event duration.
3.3 Guest Entry & On-Site Flow
- Design and staff a check-in/registration desk for up to 500 guests, differentiating finalist teams, judges, sponsors, mentors, press, and general guests.
- Badge/wristband production and distribution (e.g. “All Access” vs “Participant” tiers, consistent with existing Buildathon badge branding).
- Queue and crowd management for arrival, seating, and the transition from Tech Fair to after-party.
- Coordination with the platform vendor’s registration data so entry lists are accurate and up to date on the day.
3.4 Programming & Production
- Coordinate speaker and judge logistics (green room, timing cues, AV handoffs).
- Manage the on-stage run of show: opening remarks, keynote/panel speaker slots, finalist pitch presentations, judging/scoring logistics, prize presentation.
- Manage sponsor activation elements: booth setup, speaking slots, video ad rolls, branding per sponsorship tier commitments.
3.5 Catering
- Source and manage a catering sub-vendor (or provide in-house catering) for the full-day event and after-party.
- Quote separately for: (a) full-day catering (breakfast/refreshments, lunch, afternoon snacks) for up to 500 guests, and (b) after-party refreshments for approximately 180 guests.
- Menu options that reasonably accommodate common dietary restrictions (vegetarian, halal, allergies).
- On-site setup, service, and clean-up; disposable or eco-friendly serviceware.
- Ability to adjust final headcount up to 5 business days before the event.
3.6 Breakdown & Post-Event
- Full breakdown and venue handover after the after-party.
- Post-event report: attendance numbers, incident log (if any), photography/videography handover, and reconciliation against the agreed budget.
REQUEST FOR PROPOSALS (RFP) – End-to-End Event Planning & Management Services
4. Proposal Submission Requirements
Proposals should address the full scope in Section 3 as a single, integrated plan (rather than category-by-category quotes), and must include:
- Company profile and relevant experience managing comparable conferences, tech fairs, or finale/awards-style events in Nigeria.
- A proposed run-of-show / event plan responding to Section 3.
- A proposed venue (or shortlist of 2–3 options) meeting Section 3.2.
- An itemised budget in Nigerian Naira (₦), broken down by category (venue, catering, AV/staging, security, staffing, decor, contingency, planner’s fee), inclusive of all applicable taxes.
- Proposed staffing plan for the event day (event manager, check-in staff, ushers, security liaison, etc.)
- Payment terms, cancellation policy, and deposit requirements.
- At least two references from comparable past events, ideally in the tech/startup/corporate innovation space.
REQUEST FOR PROPOSALS (RFP) – End-to-End Event Planning & Management Services
5. Evaluation Criteria
Proposals will be evaluated by the Buildathon Steering Committee’s Logistics & Operations Lead in coordination with the Committee Chair, using the criteria below
| Evaluation Criteria | Weight | Score (1 – 5) |
| Relevant experience & track record (comparable scale/style events) | 25% | |
| Completeness and quality of proposed plan against full Section 3 scope | 25% | |
| Pricing & overall value for money | 20% | |
| Proposed venue quality and fit | 15% | |
| Availability, staffing plan, and references | 15% |
6. Timeline
6.1 Buildathon Programme Timeline ( Informational context)
| Phase | Dates (Tentative) |
| Teasers | December 2026 |
| Application window | January 11 – February 5, 2027 (indicative — see date note below) |
| Selection rounds (quarterfinal → semifinal → finalist) | February – March 2027 (indicative) |
| Virtual incubation phase | Late March 2027 (indicative) |
| Grand Finale / Tech Fair and after-party | First Quarter 2027 (Actual date will be confirmed later) |
6.2 RFP TImeline
| RFP Issue Date | 21st August 2026 |
| Deadline for Planner Questions | 27th August 2026 |
| Proposal Submission Deadline | [28th August, 5:00 PM WAT] |
| Shortlisting / Planner Interviews | 31st August –1st September 2026 |
| Planner Selection & Notification | 2nd September 2026 |
7. Submission Instructions
Proposals should be submitted electronically as a single PDF to Ivy.IkpemeMbakwem@heirstechnologies.com or onyebuchi.nzerem@heirstechnologies.com by the deadline, 28th August 2026. Please use the subject line: “RFP Response – Heirs Tech Buildathon Event Planning – [Company Name]”.
Questions regarding this RFP should be directed to Ivy.IkpemeMbakwem@heirstechnologies.com or onyebuchi.nzerem@heirstechnologies.com, no later than 27th August 2026.
8. General Terms & Conditions
- This RFP does not commit Heirs Technologies to award a contract, and all costs incurred in preparing a proposal are the planner’s responsibility.
- Heirs Technologies reserves the right to accept or reject any proposal, in part or in full, and to negotiate terms with one or more planners.
- All information shared as part of this RFP process is confidential and should not be disclosed to third parties.
- The selected planner will be required to sign a formal service agreement prior to the event, covering payment terms, deliverables, sub-vendor liability, and insurance.
- The planner must confirm compliance with applicable local regulations relevant to event management (e.g. venue safety/fire codes, food handling for any in-house catering, security licensing).
9. Contact Information
| Primary Contact | Ivy Ikpeme-Mbakwem or Onyebuchi Nzerem |
| Ivy.Ikpeme-Mbakwem@heirstechnologies.com or Onyebuchi.Nzerem@heirstechnologies.com | |
| Organisation | Heirs Technologies |
| Address | Plot 1226 Bishop Oluwole St, Victoria Island, Lagos |
REQUEST FOR PROPOSALS (RFP) – End-to-End Event Planning & Management Services
REQUEST FOR PROPOSALS (RFP) – End-to-End Event Planning & Management Services
REQUEST FOR PROPOSALS (RFP) – End-to-End Event Planning & Management Services