Objectives

The primary objective of this tender is to invite qualified bidders to submit proposals for providing an all-inclusive event management service. The services encompass the design and supply of branding materials, media-buying, conference packs, promotional materials, and logistical support for events related to the Sadc Senior Officials, Council of Ministers Meetings, and Leaders’ Summit scheduled to take place from 03 to 18 August 2026 in KwaZulu-Natal, South Africa.

Scope

The scope of the project includes:

• Provision of branding materials for State Protocol Lounges, Hotels, Airport Exterior, Park & Ride facilities
• Media-buying services to promote and cover the events
• Preparation and supply of conference packs
• Production of promotional materials
• Event logistical support, including goods and services required for the successful execution of the events

Technical Requirements

Applicants must demonstrate the ability to deliver comprehensive event management services that meet the following technical standards:

• Capability to produce high-quality branding materials suitable for various venues and platforms
• Experience in media-buying and media planning for large-scale international events
• Provision of well-designed conference packs aligned with event branding
• Supply of promotional materials that effectively communicate event messages
• Logistical expertise to coordinate goods and services efficiently across multiple locations
• Compliance with relevant safety, security, and quality standards for international events

Skills Requirements

Proposed bidders should possess the following skills:

• Extensive experience in event management and logistical coordination
• Strong branding and creative design capabilities
• Proficiency in media buying and advertising strategies
• Excellent project management and organizational skills
• Effective communication and stakeholder engagement skills
• Ability to operate within tight schedules and budgets