Consultancy : Legume Tour Event RSVP and Attendee Communications Management

CONSULTANCY SOW

 Assignment Name: Legume Tour Event RSVP and Attendee Communications Management

Company Name: Palladium Group, LLC

Project Name: Growth Poles Project

Project Location: Lilongwe, Malawi

Type: Individual Consultancy

Assignment Location: Malawi

Starting: within one week of contract signing, estimated to be 1 June 2026.

Duration: approximately 4 months, 32 days LOE

Reporting To: Deputy Team Lead- MEL

Application Deadline: 1 May 2026

 Company Overview:

 Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value.  We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a global team and network of experts, we help improve economies, societies, and, most importantly, people’s lives.

Project Overview: The Growth Poles Project is a five-year initiative (Oct 2023–Sept 2028) led by Palladium International and funded by Ireland’s Department of Foreign Affairs. It aims to accelerate inclusive, sustainable, and resilient wealth creation in Malawi by mobilizing private sector investments in agriculture and natural resource management. Its development objective is to advance a more inclusive, diversified, and resilient private sector that drives sustainable wealth creation while enhancing environmental and ecological diversity.

Assignment Objective:

The objective of this consultancy is to support attendee registration and communication for an upcoming high profile industry event hosted by the project and partners—the Legume Tour in Malawi 2026 (LTM26). LTM26 will be held in Blantyre and Chikwawa in mid August. It will take place over 3 days, and have up to 300 participants. The event will include a field day, a conference day, and a day to visit industry sites in the area.

Managing attendance for the event is expected to be complex, due to the following factors:

1. Need to limit attendance based on strict caps, potentially requiring waiting lists
2. Diverse groups targeted for attendance including smallholder farmers, captains of industry, officials from government, diplomats, development partners, and potential international attendees; requiring different outreach and communication strategies
3. Need to send out updated information to potential and registered attendees at several different points leading up to, during and immediately following the event

Success in this role is measured by:

• Clear and effective communications with Event Organizers, and timely execution of agreed tasks
• Clear and timely communication with target audiences for the event, including hitting targeted deadlines for sending save the dates, invitations, pre-event information, managing during event comms, and post-event correspondences
• Providing fast and personalized support for event communication challenges such as bounced emails
• Achieving attendance of 275 to 300 individuals at the event representing the full spectrum of targeted audiences for the Legume Tour
• Attendees reporting they had clear information about event logistics and what to expect before and during the event

 Scope of Work:

 The Consultant will be responsible for:

1) Attendance Management Plan

The Consultant will support the development of a plan for providing information about the event to targeted stakeholders, inviting registration, and managing the registration process to ensure that spaces are reserved for key stakeholders to attend, and providing attendees with information ahead of the event. This plan will be approved by the Palladium for implementation.

The Consultant will participate in weekly calls with Palladium to track implementation of the attendance management plan.

2) Manage Registration and RSVPs

The Consultant will:

• Manage an email account created for the purpose of communicating with potential and registered attendees of the event.
• Send messaging to raise event awareness, invite stakeholders to register, confirm registration and/or waitlist status
• Manage registration and tracking of RSVPs to ensure that final attendance does not exceed the attendance caps, and that spots are held for key stakeholders, including maintaining a waiting list.

3) Provide Event Information to Attendees

The Consultant will:

• Send updates and information to registered attendees as it becomes available, such as draft and final agendas, logistical information, and instructions.
• Respond to inquiries about the event in accordance with guidance from Palladium
• Serve as the phone point of contact for prospective and registered attendees

4) Support Attendance and Communication Management at the Event

The Consultant will:

• Design check in and registration processes and tools
• Set up and manage a WhatsApp group for attendees, starting a week before the event, continuing through the event, and closing the group after the event report is sent out
• Provide other support for communication with attendees as needed

5) Support Communication Immediately Following the Event

The Consultant will:

• Propose and implement follow-up comms immediately following the event including thank yous, surveys, etc.

6) Required Deliverables:

7) Timeline & Milestones – see above

8) Key Assumptions & Dependencies

• The outputs and milestones align with the final process for attendance management selected by the Consultant and Palladium.
• External factors do not disrupt the event process or timing.
• Key partners and stakeholders are interested in the event and willing to invest in registration process

9) Reporting & Coordination Cadence

• Consultant will participate in weekly event planning calls, and other in person, phone and email communications as needed.
• Consultant will have access to shared event documents through the Palladium system via the email account created for event attendance management, and will store RSVP tracking tools and other key documents on the shared drive.

10) Qualifications and Experience

• Minimum 7 years of experience in large event management including attendance management and RSVP systems.
• Extensive experience with event communications management tools, including online forms, mail merge, and calendar invitations; good knowledge of Microsoft Outlook for email required.
• Strong organizational skills including experience with developing work plan and task management tools.
• Excellent formal business communication skills, including email communications, phone communication, and in person communications, and ability to adapt communication styles to different audiences including smallholders, government, and private sector.
• Flexibility, creative problem solving, ability to take the initiative to propose solutions.
• Good judgement about when to bring an issue to the client for decision making.
• Short-listed candidates should be prepared to present an example of a tool they have previously used to track registration or event RSVPs during the interview process.

Interested applicants must send their Curriculum Vitae with cover letter and copies of certificates indicating position being applied for in the subject matter to HRGPMW@thepalladiumgroup.com . Only qualified shortlisted applicants may be contacted.

Deadline to apply is May 1 2026 by 17:00hrs CAT.

Post expires at 11:59pm on Thursday April 30th, 2026