Objectives

The primary objective of this tender is to appoint a service provider capable of sourcing space, designing, building, and setting up exhibition stands for TCTA at the AWSISA Africa & Global South Water & Sanitation Dialogue 2025. Additionally, the service provider will source corporate branded gifts for distribution during the event. The overarching goal is to create a professional, cohesive, and impactful exhibition presence that highlights TCTA’s role and collaboration with LHWP in regional water security and infrastructure development.

Scope

The scope of work includes:

• Sourcing and securing exhibition space at the event venue.
• Designing and constructing a custom exhibition stand that incorporates branding for both TCTA and LHWP.
• Building the stand structure, including lockable reception counters, brochure display units, water features, and custom consumables.
• Provision of electrical, audio-visual, furniture, graphics, flooring, and signage as per specifications.
• Source and supply corporate branded gifts such as earbuds and stainless steel mugs.
• Transporting, setting up, and dismantling the stands and associated equipment.
• Ensuring health and safety compliance throughout the setup and event duration.

Technical Requirements

The technical specifications include:

• Exhibition space of approximately 18 sqm, combining TCTA’s allocated 3m x 3m stand with LHWP’s stand to form a 6m x 3m integrated display.
• Custom stand design featuring fabric extrusion/frame with aluminium corner blocks, water features, and branded graphics.
• Structural components such as timber framing, foam boards, ply boards, and melamine sheets, finished with clear spray or impact-colour edging.
• Electrical fittings including LED lighting, floodlights, tube lights, and power points.
• Audio-visual equipment including large screens, wall mounts, and kiosks.
• Furniture including bar stools, tub chairs, coffee tables, and display units.
• Provision of vinyl prints, fabric banners, flooring, signage, and safety features.
• Supply of corporate gifts with specified branding techniques.
• Compliance with health and safety standards, including structural engineer certification and EMS approval.

Skills Requirements

Bidder must demonstrate:

• Experience in designing, building, and setting up at least five (5) exhibition stands for corporate, government, or institutional clients within the last five years.
• Provision of signed reference letters from previous clients specifically related to exhibition stand projects.
• Capability to manage all personnel involved in the project, ensuring quality and adherence to timelines.
• Portfolio showcasing previous large-scale conference, trade show, or industry-specific stand designs and builds.
• Technical expertise in stand construction, graphic design, electrical installations, and safety compliance.
• Ability to source and supply custom branded corporate gifts as specified.