Objectives

The primary objective of this tender is to appoint a qualified service provider to organize and manage a two-day conferencing event and networking session for the MHSC Tripartite Summit scheduled for 17-18 September 2026 in Gauteng. The provider will ensure the successful execution of the conference, including venue arrangements, technical support, exhibition setup, catering, and associated activities, aligned with MHSC’s goals of promoting mine health and safety in South Africa.

Scope

The scope encompasses the planning, coordination, and delivery of:

• A two-day hybrid conferencing package for approximately 1500 delegates each day, including classroom-style seating, breakaway rooms, and an adjacent operations room.
• A networking dinner session on the evening of 17 September 2026 for about 1300 delegates.
• Exhibition space for 20 stands with necessary furniture, AV displays, and power supply.
• Comprehensive delegate materials, catering, safety, and emergency arrangements.
• Audio-visual and technological support for hybrid conference setup, including MS Teams integration, large screens, microphones, and backup power.
• Additional requirements such as site inspections, venue setup, and compliance with health and safety standards.

Technical Requirements

The technical specifications include:

• Venue with capacity for 1500 delegates, wheelchair accessible, with appropriate ablution facilities.
• Six breakaway rooms with AV equipment, projector, microphones, and water.
• Hybrid AV setup with dedicated network line, MS Teams integration, and backup power.
• Large overhead projection screens, smaller screens, stage with panel chairs and podium, lapel and roving microphones.
• Support for a networking dinner with AV equipment, décor, and professional technician support.
• Exhibition area with 20 stands, tables, chairs, AV screens, and power outlets.
• Safety and emergency arrangements including safety officers, fire extinguishers, and accessible emergency exits.
• Provision of delegate materials, catering, and compliance with health and safety regulations.

Skills Requirements

The service provider must demonstrate:

• Extensive experience in event management, particularly large-scale conferences and exhibitions.
• Proven ability to coordinate hybrid events with advanced AV and IT support.
• Capacity to manage venue logistics, technical setup, and onsite operations seamlessly.
• Expertise in compliance with health, safety, and accessibility standards.
• Strong project management skills, including planning, execution, and contingency handling.
• Ability to deliver quality catering, exhibition setup, and delegate materials within specified timelines.
• Effective communication and coordination skills to liaise with MHSC and other stakeholders.