Objectives

The primary objective of this tender is to appoint a qualified service provider to conceptualise, coordinate, and manage the University of Pretoria’s (UP) annual birthday celebrations across three campuses. These events aim to foster internal stakeholder engagement, strengthen staff morale, reinforce institutional identity, and position staff as ambassadors of the university’s values and achievements. Additionally, the celebrations serve as a platform to communicate UP’s strategic vision, promote cohesion across campuses, and support the university’s internal communication and employee value proposition.

Scope

The scope of work includes:

• Conceptualising and delivering the university’s annual birthday celebrations across three campuses.
• Providing innovative and seamless event execution that aligns with UP’s brand standards and institutional values.
• Incorporating curated experiences such as décor, exhibitor activations, hospitality, and interactive engagements.
• Ensuring the events enhance UP’s reputation and create memorable experiences for staff.
• Presenting a detailed proposal including institutional priorities, future improvements, and execution strategies.
• Participating in a presentation and Q&A session as part of the selection process.

Technical Requirements

The technical requirements include:

• Demonstrable experience in large-scale institutional event management, specifically within higher education or similar-sized organizations.
• Provision of references for at least three relevant projects, with verification of contactable references.
• Minimum of three years’ proven experience in delivering similar services.
• Detailed pricing structure, including all costs associated with event execution.
• Presentation of a health and safety plan compliant with safety regulations.
• Submission of mandatory documents such as company registration, tax clearance, B-BBEE certificate, bank verification, and signed declarations.

Skills Requirements

The successful service provider must possess:

• Extensive experience in large-scale event management within institutional or corporate settings.
• Strong project management and coordination skills to deliver seamless events across multiple campuses.
• Proven ability to develop innovative event concepts aligned with institutional branding and strategic priorities.
• Excellent communication and stakeholder engagement skills, including the ability to present proposals and participate in Q&A sessions.
• Capability to manage logistics, décor, activations, hospitality, and interactive elements effectively.
• Compliance with health and safety standards and risk management protocols.
• Financial stability and the capacity to deliver services within the agreed budget and timelines.