Objectives

The primary objective of this tender is to appoint a service provider capable of delivering a comprehensive online RSVP and conference registration solution for the upcoming Indaba. The solution aims to facilitate seamless delegate registration, secure payment processing, automated follow-ups, scheduled communications, and onsite registration support to ensure a smooth conference experience.

Scope

The scope of work includes:

• Development and implementation of an online registration system integrated with the CMS website.
• Automated delegate registration, check-in, and badge production/distribution.
• Secure onsite and online payment facilitation.
• Automated communication such as confirmations, reminders, weekly updates, and post-event messaging.
• Provision of RSVP services including delegate and speaker registration, tracking, and management.
• Coordination of conference paraphernalia such as name badges, lanyards, conference bags, and onsite registration support staff.
• Provision of equipment, event paraphernalia, registration staff, and other logistical support as specified.

Technical Requirements

The technical specifications for the solution include:

• An online registration platform capable of handling less than 3,000 delegates with up to 5 Excel file distributions.
• Automated event communiques including add-to-calendar responses, resend invites, payment reminders, aide memoire, and post-event communication.
• SMS campaign capability (160 characters) to local numbers.
• Onsite check software, server, router, laptops, printers, preview monitors, and technician support for setup.
• Design and production of name badges, branded lanyards, and conference counters.
• Registration staff management including managers and crew for multiple days and hours.
• Support for onsite payments, delivery, and collection of event materials.

Skills Requirements

The successful bidder must demonstrate:

• At least five (5) years of experience in providing comprehensive online RSVP and conference registration solutions.
• Proficiency in developing integrated online registration platforms with automated communication and payment processing capabilities.
• Ability to provide technical support, onsite setup, and equipment management.
• Experience in managing event paraphernalia production and onsite registration staff coordination.
• Compliance with tax and supply chain management policies, including submission of relevant certificates and documentation.
• Capacity to deliver the required equipment, paraphernalia, and staffing within specified timelines.
• Knowledge of South African procurement regulations and B-BBEE compliance.