Background
Fairtrade Africa (FTA), the independent non-profit representing Fairtrade-certified producers across Africa, is celebrating 20 years of empowering farmers, workers, and communities. As part of this milestone celebration, FTA will host a series of engaging and high-impact experiences to honour its journey, deepen public engagement, and highlight the role of producers in shaping fair and sustainable trade across the continent.
To deliver a world class experience, FTA seeks to engage a creative and experienced experiential agency to manage, design, and execute key elements of this anniversary campaign.
Objective
To conceptualise and deliver an immersive, memorable, and meaningful 20th Anniversary celebration that
reflects Fairtrade Africa’s values, history, and future. The agency will be expected to lead the creative execution and logistical delivery of the following components: a virtual reality experience, a historical walkthrough exhibition, a gala dinner, an artisan market, and a product showcase.
Scope of Work
The selected agency will be responsible for:
Virtual Reality (VR) Historical Walkthrough Experience
- Conceptualisation and production of an immersive VR experience showcasing the Fairtrade journey in Africa.
- VR content to include stories of producers, key milestones, and impact visuals.
- VR installation setup at the venue.
- Curate a timeline-based gallery of Fairtrade Africa’s 20-year journey, including photos, artefacts, and narrative displays.
- Design exhibition layout, panels, and multimedia elements (interactive screens, projection mapping).
- Curate high-quality photography and videography services for the exhibition and other events.
Artisan Market
- Coordinate a pop-up market space showcasing crafts, textiles, and goods from Fairtrade producers and artisans.
- Stall design, branding, setup, vendors coordination and visitor flow management.
Fairtrade Product Display
- Design and set up a dedicated area to display Fairtrade-certified products (food, beverages, cosmetics, etc.).
- Include engaging storytelling elements that connect each product to its origin and impact.
Gala Dinner
- Concept design and event management of a gala dinner for partners, producers, stakeholders, and dignitaries.
- Theme development, venue styling, program design, catering coordination, entertainment, and technical production.
- Integration of storytelling moments recognition.
Live Streaming
- High quality live streaming of the main event and key sessions.
- Multi-platform social media broadcasting.
- Technical support for sound, visuals and audience interaction.
Venue Branding and Décor
- End-to-end branding of the celebration venue in line with the Fairtrade brand.
- Production and installation of banners, signage, photo-walls, thematic entryways, and directional signage.
- Event décor that reflects both celebration and heart-of-Fairtrade values.
Conference Layout and Branding
- Development of branded conference layout, including plenary and breakout sessions.
- Branded collateral including nametags, programmes, folders and conference kits.
Hampers
• Sourcing, branding, and delivering of hampers for VIPs, media and special guests.
Deliverables
• Concept proposals for each component with mock-ups and mood boards.
• Finalised event designs (VR storyboard, exhibition layouts, dinner programme, etc.).
• Production and delivery of a fully constructed historical exhibition and VR experience.
• Fully managed gala dinner and post-event wrap-up.
• Artisan market set-up and coordination.
• Product display with interactive or visual storytelling.
• Livestreaming and recording of Exhibition and Gala Dinner
• Fully branded venue and immersive décor.
• Conference layout, branding and collateral.
• Branded and logistically coordinated hampers.
• Technical and logistical support throughout.
• Post event report.
Agency Profile
The agency must demonstrate:
• Proven experience in designing and executing large-scale experiential and immersive events, particularly for NGOs, development partners, or values-driven brands.
• Strong creative and design capabilities, including VR/AR, exhibitions, and event staging.
• Ability to work collaboratively and sensitively with African producers and community organisations.
• In-house or partnered expertise in photography, videography, and multimedia production.
• Strong project management skills with the ability to deliver under tight timelines.
Application Requirements
Interested agencies should submit:
• A company profile highlighting relevant experience.
• Portfolio of previous work, especially VR/exhibition/event examples.
• Technical and creative proposal responding to the scope of work.
• Detailed budget (broken down per deliverable).
• Proposed team structure and bios.
• Company registration documents
• Tax Pin
• Bank Account Details
How to apply
Submission Details
All proposals must be submitted by July 10th, 2025 to s.ndlovu@fairtradeafrica.net AND f.kibebe@fairtradeafrica.net
With the subject line: Experiential Agency for FTA 20th Anniversary