Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver comprehensive event management services for the 16 Days of Activism Month in Pietermaritzburg, KwaZulu-Natal. The initiative aims to raise awareness, promote safety, and empower women and children through community outreach activities, including empowerment sessions, self-defence training, motivational speaking, and community engagement events.

Scope

The scope encompasses the planning, coordination, and management of two community outreach events scheduled for 8th and 9th December 2025 in Pietermaritzburg. Key activities include:

• Provision of catering services for approximately 200 participants each day, including meal preparation and service.
• Arrangement of decor, including tables, tablecloths, and branding materials.
• Facilitation of self-defence training sessions (45-60 minutes) with accredited instructors, including interactive and practical approaches.
• Provision of professional-grade audio-visual equipment for presentations, speeches, and communication.
• Coordination of motivational speakers with expertise in social justice, gender equality, or related fields, including keynote delivery and Q&A sessions.
• Setup and breakdown of all event components, including catering, decor, and technical equipment, on specified dates.

Technical Requirements

The technical specifications for the event management services include:

• Catering: Sealed, marked, and separate food items, with certificates for halal options where applicable.
• Self-Defence Training: Accredited trainers delivering interactive sessions covering physical and emotional attack responses, with duration of 45-60 minutes.
• Audio-Visual Equipment: Full professional-grade AV setup, including microphones (with stands), background music, and branding decals (including TCTA decals).
• Decor: Setup of 20 round tables with white tablecloths and appropriate branding materials.
• Speakers: Experienced motivational speakers with a background in social justice, gender equality, or related fields, capable of delivering engaging keynote addresses and participating in Q&A sessions.

Skills Requirements

The successful bidder must demonstrate:

• Minimum of 3 completed projects in corporate event management within the last five years, supported by reference letters.
• Proven experience in managing community outreach events, including catering, decor, technical setup, and speaker coordination.
• Personnel management skills to oversee all event staff and ensure smooth execution.
• Accreditation to deliver self-defence training workshops.
• Capability to provide and operate professional AV equipment effectively.
• Ability to coordinate and manage logistics for setup, event execution, and breakdown within specified timelines.
• Experience in engaging speakers with expertise in gender-based violence, social activism, or related areas.