Objectives

The primary objective of this tender is to appoint a service provider(s) to host the Tourism SMMEs Mall Exhibition. The exhibition aims to support local economic development by providing a platform for tourism SMMEs to showcase and sell their products and services, promote local arts, crafts, and experiences, and create business opportunities. It also seeks to reduce unemployment and poverty, foster transformation within the industry, and enhance local tourism and economic growth aligned with national and municipal strategic goals.

Scope

The scope of work includes, but is not limited to:

• Event conceptualization and planning: defining objectives, theme, layout, venue selection, and logistics.
• Logistics and operations management: coordinating venue arrangements, exhibitor registration, stand allocation, infrastructure setup, security, crowd control, waste management, and technical support.
• Branding and communication: signage, promotional materials, visitor registration, badge issuance, and staffing.
• Exhibition execution: overseeing setup, on-site management during the event, and dismantling post-event.
• Reporting and post-event wrap-up: compiling event summaries, feedback, incidents, lessons learned, and recommendations.
• Compliance and certification: obtaining necessary permits, certificates, and proof of legal and safety compliance.
• Project management and coordination: assigning a dedicated project team, developing detailed event plans, risk management, and stakeholder communication.

Technical Requirements

The technical requirements include:

• Development of a detailed work and project plan with timelines and milestones.
• Venue selection with appropriate layout plans, exhibitor spaces, signage, and accessibility considerations.
• Provision of infrastructure such as furniture, display racks, lighting, audio-visual equipment, registration desks, and technical support.
• Management of exhibitor registration, stand allocation, and compliance with exhibition regulations.
• On-site supervision during setup, event days, and dismantling, ensuring smooth operations.
• Provision of event branding materials, signage, and promotional support.
• Ensuring all necessary permits, safety certificates, and legal requirements are obtained and maintained.
• Implementation of risk management, safety protocols, and emergency measures.

Skills Requirements

The successful bidder must demonstrate:

• Experience in hosting exhibitions, trade shows, or similar large-scale events, supported by reference letters and project descriptions.
• Qualified key personnel with relevant experience and detailed CVs.
• Capability to manage logistics, technical setup, branding, and on-site operations efficiently.
• Strong project management skills, including planning, coordination, risk management, and reporting.
• Compliance with municipal, safety, and legal standards, including obtaining necessary permits and certificates.
• Ability to coordinate with local stakeholders, tourism associations, and community-based organizations.
• Capacity to deliver within specified timelines and budget, with a focus on quality and safety standards.