Objectives

The primary objective of this tender is to appoint a qualified and experienced professional service provider to render catering, décor, and audio services for the City of Mbombela's 2026 State of the City Address. The successful bidder will be responsible for delivering high-quality event management services, ensuring seamless planning, coordination, and execution of the event in line with the City’s requirements.

Scope

The scope includes:

• Provision of catering services for approximately 350+ attendees, including menu preparation and service.
• Design and setup of interior décor, including tables, chairs, tablecloths, runners, centerpieces, and stage décor aligned with the City’s branding.
• Provision and setup of audio-visual equipment, including stage setup, sound systems for 500 people, microphones, mixing consoles, and related technical support.
• Deployment of skilled personnel such as sound engineers, décor specialists, chefs, and event support staff.
• Transportation, assembly, and disassembly of all equipment and décor items.

Technical Requirements

The technical specifications include:

• Menu comprising chicken and beef stew, chakalaka, spinach, and butternut, along with soft drinks (330ml).
• Interior décor with ten seater round tables, Tiffany chairs, tablecloths, runners, centerpieces with fresh flowers, and other furniture and décor items.
• Stage setup measuring 1.2m by 2.4m with black skirting, lighting, and backdrop decorated with the City’s colors.
• Sound system capable of supporting 500 attendees, including subwoofers, line array speakers, microphones, CD players, and mixing consoles.
• Support staff including sound engineers/DJs and event crew.
• Transportation and logistical support for all equipment and décor items.

Skills Requirements

The service provider must demonstrate:

• Proven experience in managing large-scale event catering, décor, and audio-visual setups.
• Minimum of three years’ relevant experience in food handling, event management, and technical audio-visual support.
• Qualified personnel with appropriate certifications, such as food handling diplomas and technical certifications for sound engineering.
• Ability to coordinate multiple service components efficiently, ensuring timely setup, execution, and teardown.
• Compliance with all health, safety, and municipal regulations, including tax and municipal rates clearance.