Objectives

The primary objective of this tender is to appoint a panel of qualified and experienced service providers in the marketing and communications industry to deliver stakeholder engagement and events management services on an as-and-when-required basis over a three-year period. These services aim to foster collaborative relationships, enhance transparency, and demonstrate the impact of the National Lotteries Commission’s (NLC) work. Specific objectives include:

• Supporting the NLC’s strategic goals related to stakeholder relations, visibility, and public engagement.
• Showcasing the transformation progress and strategic direction of the NLC.
• Promoting awareness of the NLC’s efforts, regulatory mandate, and grant-making functions.
• Improving the appeal and relevance of the NLC’s communications and promotional materials.
• Facilitating public awareness, stakeholder engagement, and media relations.
• Implementing coordinated brand communication initiatives and managing events that meet governance and regulatory standards.

Scope

The selected panel will be required to provide a comprehensive suite of stakeholder engagement and events management services on an as-and-when-required basis, including but not limited to:

• Developing frameworks, platforms, and tools for engagement.
• Organizing sessions such as roundtables, launches, exhibitions, and roadshows.
• Providing event management, protocol, catering, and technical support.
• Ensuring adherence to branding standards and objectives.
• Managing attendance, tracking attendance statistics, documenting lessons learned, and capturing photographic evidence.
• Classifying stakeholders by interest or influence and maintaining history records.
• Supporting long-term engagement strategies and ensuring compliance with governance and regulatory requirements.

Technical Requirements

The service providers must:

• Render stakeholder engagement and events management services professionally and responsively.
• Participate in planning and review sessions with the NLC’s Stakeholder Management, Marketing and Communication department.
• Comply with all branding guidelines, requirements, and approved timeframes.
• Provide a team of skilled professionals experienced in:
• Stakeholder mapping and engagement
• Event planning and coordination
• Communications and media relations
• Virtual/hybrid event technology
• Reporting and evaluation

Skills Requirements

The successful service providers must demonstrate:

• At least five (5) years of relevant experience in stakeholder engagement and events management, including large-scale events with 50 to over 2500 delegates, VIPs, and VVIPs.
• Proven ability to develop and implement stakeholder engagement strategies, event planning, and crisis communication.
• Experience in managing multiple stakeholder groups and classification by interest or influence.
• Strong project management skills, including team leadership, resource allocation, and adherence to timelines.
• Qualifications in stakeholder relations, events management, communications, public relations, or related fields, verifiable with SAQA or equivalent.
• Capability to provide a dedicated project manager and team leader with relevant qualifications and experience.
• Ability to produce detailed reports, attendance records, lessons learned, and photographic documentation for each engagement or event.