Request for Proposals: Production Firm for RightsCon 2026

June 30, 2025 • Production • 8 min read

About the contract

Access Now (the ‘Client’) is requesting proposals for a full-service Production Firm to facilitate the production of the 14th edition of our annual flagship conference, RightsCon, which will be hosted in Africa in 2026. While we are still in the process of finalizing location selection, we are expecting to host the summit in East Africa or South-Central Africa over 4 days in early May 2026. The contract will begin in August 2025 and conclude in August 2026.

About RightsCon

Hosted by Access Now, RightsCon is the world’s leading summit on human rights in the digital age. It’s where the world’s human rights experts, business leaders, technologists, engineers, investors, activists, and government representatives come together to share ideas, build strategies, showcase new technologies, and create tomorrow’s internet. It is an energizing reminder of the existence of a powerful global digital rights community that is determined to defend human rights and keep the internet open and free.

Since launching in 2011, RightsCon has rotated between five continents and grown, both in size and in scope to meet the evolving needs of the digital rights movement. Over the past several years, the RightsCon community has grown notably, most recently, welcoming over 3,000 in-person participants from 145 countries for our 2025 summit in Taipei. You can explore RightsCon’s past summits here, and view the Outcomes Report from our 2023 summit in Costa Rica here and 2025 summit in Taipei here.

Quick facts

• Expected dates: May 2026
• Expected event duration: 4 days (+ 1-3 day set up period)
• Expected location: Africa, location to be confirmed
• Expected format: Hybrid
• Expected participants: 2,500-4,000 in-person | 3,000+ online
• Expected countries: 150+
• Expected sessions: 450+ In-person | 100+ Online | 50+ Hybrid
• Expected formats: Roundtables, Dialogues, Workshops, Tech Demos, Lightning Talks, Private Meetings

Scope of work

Access Now employs a year-round event team (the RightsCon team), with staff who oversee and coordinate the program development – including scheduling, registration, and participant communications, and funding support initiatives. Every year, the RightsCon program is sourced through our annual Call for Proposals. The RightsCon team, together with a volunteer Program Committee of 60+ global experts, oversees the Call for Proposals program-building process. 

For the 14th edition of RightsCon, we are looking for a production company to consult on and execute the strategic development of our event, from planning through to execution. This includes but is not limited to the following activities: 

Production planning and venue management

• Work closely with the Partnerships & Operations Manager to define and develop complementary work streams for event planning and production teams;
• Serve as a representative of the RightsCon team in conversations with the venue about infrastructural design and costs related to the full scope of in-person and hybrid production;
• Ensure the budget is maintained across all production costs, including production staffing, travel, catering, venue costs, and vendor costs; 
• Oversee, in partnership with our Creative & Communications Manager, signage and printing for wayfinding and branding needs;
• Coordinate with the Creative & Communications Manager the management of creative vendors, such as printing partners, photographers, videographers, and others;
• Oversee, in partnership with the Partnerships & Operations Manager, the formation and execution of the program shell and schedule for all in-person and hybrid session formats;
• Provide additional coordination and consultation support, including but not limited to coordinating production subcontractors, transportation logistics, evening reception(s), safety and security, language and interpretation, and hotel contracting;
• Lead two production site visits to our venue to solidify program scheduling, venue coordination and production planning. 

Staffing and volunteer management

• Develop event production run-of-show and staffing plans;
• Manage volunteers, including recruitment, scheduling, and during the event;
• Support with participant communications, including reviewing materials and staffing at the in-person Help Desk.

Production execution and event management

• Oversee the production of all in-person and hybrid sessions, including room set up and monitoring;
• Oversee and coordinate badge pick-up and late registration process at venue; 
• Oversee and coordinate the “Community Village” a tabling space for 100+ organizations;
• Oversee A/V and Run of Show for Opening and Closing Ceremonies;
• Support with coordination and execution of additional spaces including bilateral meetings, side events, and networking meetups;
• Oversee catering services for daily lunch, coffee and tea, and special events.

The Production Firm will work closely with Access Now’s RightsCon Director, Partnerships & Operations Manager, the RightsCon core team, and occasionally will liaise with the organization’s Executive Director and members of the Operations team.

Expertise Needed

Given RightsCon’s mission, size, and scope, we require a production team that has demonstrable experience and/or an understanding of similar event needs given the communities and program we convene. We expect that the Production Firm has: 

• Multiple years of relevant professional experience in event production, with thorough understanding of major international multi-track conferences. 
• Cultural sensitivity and the ability to communicate with a diverse range of people from around the world and from different sectors. 
• Adherence to our Code of Conduct and embodiment to our approach to community care, diversity and inclusion, and accessibility. 
• Appreciates the importance and the diversity of unique challenges our participants can face and impact on operational security, digital, and privacy impacts. You can read more about our approach to safety and security in our blog.

Location

Client is located in New York with offices in San José (Costa Rica), Brussels, Berlin, and other global locations. Outside of site visits and the summit execution period, the contract can be fulfilled from any location and will involve regular web conference calls with representatives of Access Now. Preference may be given to local firms in the Africa region. 

Submitting a proposal 

Send an email to [email protected] by August 1, 2025, with the following documents attached:

• Cover letter or proposal outlining suitability for the contract;
• Description of services offered and costs for each service/deliverable, following the order of the list of required activities in the Scope of Work Section;
• Organizational structure and team composition, with a brief description of their roles and relevant experience; 
• Customer and event references.

Access Now will evaluate submissions on the basis of cost, technical capabilities, relevant experience and qualifications, project management approach, summit location proximity, and overall fit to the needs and objectives of the RightsCon community. We will arrange a call to walk through your proposal if you have proceeded to the next round of review.

Questions or Clarifications

Any questions or clarification regarding this Request for Proposals should be addressed to [email protected]

Conflict of Interest 

By submitting a proposal, the Production Firm certifies that there is no actual or potential conflict of interest that would affect or influence the outcome of this procurement process based on any personal, financial, or other interest, involvement, or relationship with the Client, the Client’s directors, employees or contractors, or their family member(s). 

The Production Firm commits to immediately disclose to Client any situation that may give rise to a conflict of interest, whether actual or perceived, during the procurement process or throughout the duration of any resulting contract. The Client reserves the right to reject a proposal or terminate any resulting contract if a conflict of interest is identified that compromises the integrity or the transparency of the process or the engagement. 

Sanctions Compliance Declaration and Consent for Screening 

By submitting a proposal, the Production Firm declares and warrants that neither the Firm, nor any of its directors, managers, legal representatives, or key team members are listed on any national or international sanctions lists, including but not limited to those issued by the United Nations, the U.S. Department of the Treasury’s Office of Foreign Assets Control (OFAC), the European Union, Switzerland, the United Kingdom, or any other relevant authority. 

Furthermore, the Production Firm expressly consents to Client conducting sanctions screenings using the aforementioned lists or any other relevant sources or software, as part of the proposal evaluation process and throughout the duration of any resulting contract.  

About Access Now

Access Now (accessnow.org) is an international human rights organization dedicated to defending and extending the digital rights of people and communities at risk around the world. By combining direct technical support, strategic advocacy, grassroots grantmaking, and convenings such as RightsCon, we fight for human rights in the digital age.

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As an international human rights organization committed to inclusion, Access Now is an equal opportunity employer/contractor. We value and encourage diversity, and consider applicants for all positions without regard to race, color, religion, creed, gender, sex, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status. 

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