Objectives

The primary objectives of this tender are to appoint a qualified service provider to conceptualise, coordinate, and deliver the University of Pretoria’s (UP) annual birthday celebrations across three campuses. These events aim to enhance internal stakeholder engagement, foster a positive organisational culture, 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 vision, mission, and strategic priorities, contributing to building a unified institutional culture and supporting the university’s Thrive UP 2038 strategy.

Scope

The scope of work includes:

• Conceptualising, coordinating, and delivering large-scale institutional event management for UP’s annual birthday celebrations across three campuses.
• Providing innovative, seamless, and professionally executed events that align with UP’s brand standards and institutional values.
• Incorporating curated experiences such as décor, exhibitor activations, hospitality, and interactive engagements.
• Ensuring the events are memorable, engaging, and reinforce institutional identity and cohesion.
• Presenting a detailed plan and participating in a 60-minute presentation with a Q&A session.
• Providing detailed pricing structures and demonstrating experience in similar large-scale events, particularly within the higher education sector or similar-sized organisations.

Technical Requirements

The technical requirements include:

• Demonstrable experience in large-scale institutional event management, with at least three years of relevant experience.
• Provision of contactable references for similar services, with verification of past projects.
• Presentation of a comprehensive portfolio of previous large-scale events conducted in the last three years.
• Submission of mandatory documents such as valid tax clearance, company registration, B-BBEE verification, and health and safety plans.
• Participation in a presentation to showcase institutional understanding, values, and future improvement plans.
• Clear pricing structure with comprehensive costings, including tariffs for different staff/service levels.

Skills Requirements

The skills and expertise required from the service provider include:

• Proven experience in managing large-scale institutional or similar events, with a minimum of three years in the field.
• Strong project management and coordination skills to deliver seamless events across multiple campuses.
• Creative and innovative event conceptualisation capabilities aligned with institutional branding and values.
• Excellent communication and stakeholder engagement skills, including the ability to present proposals and respond to queries effectively.
• Ability to demonstrate a solid understanding of the higher education sector or comparable organisations.
• Capacity to provide a dedicated account manager with significant experience in large-scale event delivery.
• Compliance with health and safety standards and ability to manage risks associated with event management.