Objectives

The primary objective of this tender is to appoint a suitably qualified and experienced service provider to coordinate and manage the Event Management services for the Freshers Ball at Mangosuthu University of Technology (MUT) in 2026.

Scope

The scope includes the planning, coordination, and execution of the Freshers Ball event scheduled for 2026 at MUT. This encompasses managing event logistics, entertainment, sound systems, branding, and associated activities as detailed in the pricing schedule. The service provider must deliver comprehensive event management services at the specified venue and date, ensuring all aspects of the event are professionally handled.

Technical Requirements

• Provision of event management services for the Freshers Ball at MUT in 2026.
• Coordination of event activities including program scheduling, entertainment, sound, and lighting systems.
• Supply and setup of sound equipment such as line array speakers, subwoofers, CDJs, cordless microphones, monitor speakers, and digital mixers.
• Design and printing of event posters and related branding materials.
• Adherence to the specified event schedule: 30 April 2026, from 15h00 to 18h00, including dinner at 17h00.
• Compliance with all relevant safety, health, and university policies.
• Submission of reference letters of similar scope not older than 3 years.

Skills and Experience Requirements

• Proven experience in event management, particularly in organizing large student or university events.
• Relevant technical expertise in sound system setup, operation, and troubleshooting.
• Ability to coordinate multiple vendors and service providers effectively.
• Strong project management skills to ensure timely delivery and execution of event activities.
• Good communication and organizational skills to liaise with MUT staff and stakeholders.
• Valid BBBEE certification and compliance with tax and company registration requirements.
• Capability to provide reference letters demonstrating successful execution of similar events within the last 3 years.