Objectives

The primary objectives of this tender are to appoint a service provider capable of delivering strategic and creative stands services for trade and domestic consumer shows. The services include supply, transportation, delivery, storage, installation, and artwork design for various exhibitions over a three-year period. The overarching goal is to enhance KwaZulu-Natal Tourism and Film Authority’s presence at key events, promote the province’s tourism and film sectors, and facilitate effective branding and stakeholder engagement.

Scope

The scope of work encompasses:

• Design, production, and onsite construction of exhibition stands for multiple shows including Indaba, Meetings Africa, WTM Africa, and the Rand Show.
• Transportation, collection, and storage of promotional materials and branding assets.
• On-site management, maintenance, and breakdown of stands during events.
• Provision of furniture such as desks, chairs, signage space, lockable storage, and electrical points.
• Setup of reception areas, meeting rooms, and additional branded stations as required.
• Incorporation of sustainable materials, safety compliance, and liaising with event organizers.
• Provision of stand artwork, liaising with the Authority for design approval, and post-event reporting.

Technical Requirements

• Open plan, free-flowing stand design consistent across events.
• Facilities for two exhibitors and two clients per stand, including signage, chairs, storage, and electrical points.
• Enclosed meeting rooms with capacity for six persons, equipped with signage, furniture, and electrical access.
• Provision of lighting, TV screens, green and sustainable building materials, and safety adherence.
• On-site assistance, maintenance, and close-out reports after each event.
• Design collaboration with KZN Tourism & Film branding team, ensuring compliance with promotional standards.
• Provision of additional features such as seating arrangements, lighting, and branding elements based on event requirements.

Skills Requirements

• Demonstrable experience in designing and building exhibition stands, with a proven track record in the tourism and film industry.
• Project management expertise with the ability to deliver within set deadlines and budgets.
• Creative design capabilities, supported by a portfolio and CVs of key personnel (Project Manager and Creative Designer).
• Strong network and understanding of the tourism and film sectors nationally and regionally.
• Ability to liaise effectively with event organizers, stakeholders, and internal teams.
• Monitoring, evaluation, and reporting skills to ensure quality and compliance.
• Knowledge of sustainable building practices and safety regulations for exhibition stands.