Objectives

The primary objective of this tender is to select a suitably experienced service provider to facilitate the Mayoral Imbizo fair. The facilitator will be responsible for managing and coordinating the event to ensure its successful execution.

Scope

The scope of the project includes:

• Facilitation of the Mayoral Imbizo event as per specified requirements.
• Provision of catering services, including breakfast and VIP catering.
• Supply and setup of event infrastructure such as gazebos, banners, tents, and stage equipment.
• Coordination of entertainment, including local artists and a crowd-puller artist.
• Provision of audiovisual services, including videography, live streaming, sound system, and stage setup.
• Provision of sanitation facilities, including VIP and public toilets.
• Arrangement of furniture and decor for the event, including VIP couches, chairs, and lounge setup.

Technical Requirements

The technical requirements for the facilitation include:

• Experience in facilitating large-scale community events or similar projects.
• Ability to coordinate catering, entertainment, audiovisual, and logistical arrangements seamlessly.
• Provision of necessary equipment such as sound systems, stage, tents, and banners.
• Ensuring all infrastructure complies with safety and quality standards.
• Ability to provide live streaming with three cameras and videography services.
• Provision of sanitation facilities, including VIP and non-flush toilets.
• Setup of furniture and decor to create a professional and welcoming environment.

Skills Requirements

The successful service provider must demonstrate:

• Proven experience in event facilitation and management.
• Strong coordination and organizational skills.
• Technical expertise in audiovisual equipment and live streaming.
• Capability to manage catering and hospitality services efficiently.
• Ability to handle logistics, including setup and breakdown of event infrastructure.
• Good communication and stakeholder engagement skills.
• Compliance with municipal policies and procurement regulations.