Objectives

The primary objective of this tender is to supply, deliver, and set up audio and visual equipment for the event scheduled on June 16, 2026, at Loerie Park Stadium. The project aims to ensure the successful organization of the Youth Day Celebration by providing appropriate technical infrastructure, including stage setup, sound, and visual systems, capable of accommodating an audience of approximately 3,000 attendees.

Scope

The scope encompasses:

• Provision of stage decks, lighting, and structural certification.
• Supply and installation of LED screens, video recording equipment, and sound systems including speakers, amplifiers, microphones, and DI boxes.
• Setup of auxiliary equipment such as monitor speakers, microphone stands, and power supply stands.
• On-site management by a technical project manager, audio technician, and setup crew for the entire duration of the event (from setup on June 26, 2026, to dismantling).
• Final inspection and approval on June 26, 2026, at 18:00.

Technical Requirements

The technical specifications include:

• Stage: 10x12 meters with appropriate decking, trussing, outriggers, LED lighting, and structural certification.
• Visual Equipment: Side LED screens with HD video recording capabilities.
• Sound System:
  • 16 D&B 12’’ Line array speakers
  • 8 D&B 18’’ double subwoofers
  • 10 D&B amplifiers
  • 6 cordless microphones with receivers
  • 1 32-channel digital sound mixer
  • 2 CDJ CD players
  • Additional microphones, stands, monitor speakers, DI boxes, and power stands as specified.
• Lighting: Suitable LED lighting for day and night event conditions.
• Certification: Signed structural certificate and certificate of compliance (COC) to be provided at final site inspection.

Skills Requirements

The successful service provider must demonstrate:

• Proven experience in organizing large-scale events with a crowd estimate of at least 3,000 attendees.
• Capability to deliver comprehensive technical services including setup, operation, and dismantling of audio-visual equipment.
• Qualified personnel, including a technical project manager, audio technician, and setup crew, available on-site for the entire event duration.
• Ability to produce a company profile outlining relevant experience, references, and contact details.
• Compliance with all technical, safety, and certification standards, including structural and safety certificates.
• Knowledge of and adherence to municipal and national procurement regulations, including B-BBEE and preferential procurement policies.