Objectives

The primary objective of this tender is to appoint a turnkey service provider capable of planning, managing, and delivering a world-class Corporate Registers Forum (CRF) International Conference in 2027. The selected provider will deliver comprehensive event management services, including venue selection, logistics, stakeholder engagement, marketing, virtual/hybrid solutions, security, and post-event legacy activities, under the oversight of CIPC and the CRF Steering Committee.

Scope

The scope encompasses end-to-end management of the CRF 2027 conference, including:

• Event planning, coordination, and management over a 24-month period
• Venue sourcing and management, with certification and compliance checks
• Development of conference website, digital marketing, and communication strategies
• Stakeholder engagement, including sponsors, speakers, delegates, and media
• Hybrid participation setup (virtual and physical attendance, Q&A, polling)
• Logistics for on-site activities, including registration, accommodation, transportation, and security
• Production of event materials, signage, and decor
• Food and beverage services adhering to hygiene standards
• Safety, security, and risk management planning and implementation
• Post-event reporting, legacy activities, and media content

Technical Requirements

The technical requirements include:

• Provision of suitable venues with necessary certifications and compliance documentation
• Development of a conference website with registration, payment, and booking functionalities
• Implementation of hybrid event technology, including live streaming, recording, and virtual engagement tools (AR/VR, AI analytics where applicable)
• Provision of technical equipment: audio-visual, internet, interpretation booths, and support systems
• Development of safety and security plans aligned with legislation and venue standards
• Coordination of logistics for excursions, transport, and accommodation
• Design and production of event branding, signage, and decor
• Media and communication support, including social media, PR, and media kits
• Post-event deliverables such as videos, reports, and legacy content

Skills Requirements

The successful bidder must demonstrate:

• Extensive experience in managing large-scale, international conferences and events, with a proven track record of successful delivery
• Innovative event concepts and creative engagement strategies, including hybrid and virtual solutions
• Technical expertise in event management platforms, virtual/hybrid event tools, and troubleshooting support
• Strong project management skills with clear milestones, deliverables, and risk mitigation plans
• Capacity to develop and execute comprehensive marketing and communication plans
• Ability to coordinate multiple workstreams, including logistics, stakeholder engagement, and security, within strict timelines
• Knowledge of South African legislation and standards related to event safety, venue certification, and hygiene
• Experience in managing budgets, reporting, and compliance in accordance with PFMA and procurement regulations
• Security screening and confidentiality protocols, including signing of secrecy agreements