Objectives

The primary objective of this tender is to appoint experienced service providers to plan and execute a full-scale event for ERWAT employees in celebration of their Green Drop Awards achievement. The event aims to showcase ERWAT's technical excellence and milestone achievements, promote staff engagement, and support local economic development through encouraging participation of SMMEs and disadvantaged groups.

Scope

The scope encompasses comprehensive planning and execution of the event scheduled for 12 June 2026 at ERWAT Head Office, Kempton Park, with approximately 500 delegates. The service provider will be responsible for renting and setting up various facilities and equipment, including:

• Marquee tent with artificial grass, tables, and stage
• Red carpet and entrance arrangements
• Catering tent with buffet setup, chairs, tables, and tableware
• Stage and podium with lighting
• Sound system with DJ services
• Photography coverage
• Essential rental items such as VIP toilets, generators, extension cords
• Catering services for breakfast and lunch, including halal options
• Transportation for ERWAT staff from various Water Care Works to the event venue

The provider must also handle setup, breakdown, safety certificates, and emergency arrangements.

Technical Requirements

The technical specifications include:

• Marquee tent: approximately 30m x 50m, with PVC sides, peaked roof, and artificial grass
• Red carpet: 10m length
• Catering tent: 6m x 10m, with appropriate lighting and stage setup (2.4m x 6m)
• Stage: with black carpeting, stage skirting, glass podium (60x40x114cm)
• Tables: banquet and rectangular trestle tables with white covers and tableware
• Sound system: complete DJ and professional audio setup capable of covering 500 guests
• Photography: professional coverage with deliverables
• Rental items: VIP toilets, generator (60-100 kVA), extension cords
• Catering: halal breakfast and lunch, disposable containers, soft drinks
• Transportation: dedicated vehicle services for staff movement

All equipment and facilities must meet safety standards, including fire safety certificates and emergency exit arrangements.

Skills Requirements

The service provider must demonstrate:

• Proven experience in event planning and execution, especially large-scale corporate events
• Technical expertise in setting up and managing event facilities, audio-visual equipment, and staging
• Capability to supply and manage catering services, including halal options
• Ability to coordinate logistics, transportation, and safety compliance
• Strong project management skills with attention to detail and adherence to deadlines
• Experience in working with local suppliers and encouraging participation of SMMEs and disadvantaged groups
• Capacity to provide professional photography and documentation services