Objectives

The primary objective of this tender is to appoint a service provider to facilitate a two-day conferencing package and networking session for the Women in Mining (WIM) Indaba scheduled for 20-21 August 2026 in Gauteng. The service provider will be responsible for delivering a hybrid conference setup, managing venue arrangements, exhibition spaces, catering, audio-visual requirements, and networking activities to ensure a successful event aligned with MHSC’s goals.

Scope

The scope of work includes:

• Provision of a full two-day conferencing package with hybrid setup for approximately 450 delegates each day.
• Securing and managing the conference venue, including classrooms, breakaway rooms, and an adjacent operations room.
• Arranging exhibition space for 15 stands with necessary furniture and AV displays.
• Organizing a networking cocktail session for 400 delegates with appropriate décor and entertainment.
• Providing delegate materials, catering, safety, and emergency services.
• Ensuring accessibility, compliance with health and safety standards, and regulatory requirements.
• Managing audio-visual and hybrid technology setup, including live streaming via MS Teams.
• Coordinating logistics for meals, catering, and dietary accommodations.
• Implementing event management practices from setup to conclusion within the specified timeline.

Technical Requirements

The technical specifications include:

• Venue with classroom-style seating for 450 delegates per day, accessible facilities, and adjacent operational rooms.
• Five breakaway rooms with AV equipment (projectors, microphones, water, mints).
• AV setup with two large overhead projection screens, smaller screens, stage with panel chairs, podium, lapel and roving microphones, and hybrid AV setup for MS Teams.
• Dedicated network line for uninterrupted hybrid streaming and power backup systems.
• Exhibition area with 15 tables, AV displays (55-inch TV screens), and necessary power supply.
• Networking session venue with décor aligned to MHSC branding, furniture for 200 attendees, entertainment, and catering.
• Audio-visual support for hybrid sessions, including live streaming, recording, and technical assistance.
• Safety and emergency preparedness, including visible exits, fire extinguishers, and safety officers.

Skills Requirements

The successful bidder must demonstrate:

• Extensive experience in event management, particularly in organizing large-scale conferences and exhibitions.
• Proven capability in managing hybrid conference technology and AV setups, including MS Teams integration.
• Strong project management skills to coordinate venue logistics, technical setup, and event execution within tight timelines.
• Expertise in venue sourcing, securing, and compliance with health and safety regulations.
• Ability to coordinate catering, exhibition arrangements, and networking activities effectively.
• Capacity to provide qualified safety officers, emergency services, and regulatory compliance documentation.
• Demonstrated ability to deliver high-quality service with attention to accessibility and inclusivity standards.