Objectives

The primary objective of this tender is to procure comprehensive events management services for the 14th Media Networking Session organized by Ehlanzeni District Municipality. The services aim to ensure the successful planning, coordination, and execution of the event scheduled for 21 November 2025, including catering, logistics, entertainment, decoration, and related activities.

Scope

The scope encompasses the provision of various services and logistical arrangements for the event, including:

• Catering services for mid-morning tea, lunch, and gala/cocktail menus for approximately 200 attendees
• Logistics such as jazz band, sound system, stage setup, corporate gifts, decoration, and media certificates
• Event setup for both daytime and evening sessions with specific themes and arrangements
• Provision of necessary equipment and décor, including stage, draping, flowers, and red carpet
• Logistical support for event timing from 09:00 till late at the Ehlanzeni District Municipality Offices in Mbombela

Technical Requirements

The technical specifications for the services include:

• Provision of catering for 200 people, including sandwiches, scones, beverages, and a variety of meals and salads
• Sound system with three roving microphones suitable for 200 attendees
• Front stage measuring 2m x 4m
• Gifts and promotional packages, including glass bottles, gift boxes, and media certificates
• Decoration for evening session with specific theme colors (black, gold, white, green), including stage décor, flowers, and red carpet
• Entertainment via jazz band and other logistical arrangements to facilitate a seamless event experience

Skills Requirements

The successful service provider must demonstrate:

• Experience in managing large-scale events with similar scope and complexity
• Capability to coordinate catering, entertainment, logistics, and décor effectively
• Proficiency in handling technical equipment such as sound systems and stage setups
• Ability to manage logistics within specified timelines and budget constraints
• Compliance with procurement policies, including B-BBEE status and tax compliance
• Capacity to provide qualified personnel with relevant expertise in event management and logistics