Objectives

The primary objective is to facilitate a two-day leadership and stakeholder engagement session in the Eastern Cape province. The initiative aims to foster long-term stakeholder relationships, enhance stakeholder representation in organizational processes, ensure timely access to relevant information, establish structured feedback mechanisms, and support data-driven decision-making aligned with the client’s Stakeholder Relationship Management Strategy.

Scope

The service provider will manage end-to-end production and delivery of a hybrid event combining physical attendance with live virtual participation. Responsibilities encompass technical setup, live broadcasting, digital audience engagement facilitation, real-time moderation, and comprehensive project coordination. The scope covers all logistical, technical, and operational requirements necessary to execute a seamless two-day conference.

Technical Requirements

• Provision of professional audio-visual equipment, including multiple cameras, vision mixing consoles, audio engineering gear, and dual-display presentation setups.
• Reliable high-speed internet connectivity (minimum 50 Mbps upload/download) with redundant backup power and network systems to prevent service interruption.
• Deployment of a paid, full-featured hybrid event platform supporting live streaming, anonymous participation, QR/PIN/web link access without software downloads, and integrated interactive tools (e.g., Mentimeter or Slido) for polls, Q&A, and feedback.
• Submission of a detailed equipment inventory, company profile, and links to at least three prior hybrid event projects.
• Delivery of a comprehensive project plan outlining timelines, resource allocation, staffing, and contingency measures.
• Provision of video samples demonstrating successful hybrid event execution, followed by a demonstration phase assessment evaluating lighting quality, broadcast graphics, titles, and lower thirds.

Skills & Experience Requirements

• Minimum five (5) years of proven experience planning and executing large-scale hybrid events.
• Demonstrated capability through at least two verifiable client reference letters from the past three years.
• Technical proficiency in live broadcasting, streaming operations, audio-visual engineering, and digital audience engagement platforms.
• Ability to coordinate and deploy a specialized technical team comprising a Technical Director, Streaming Operator, Audio Engineer, three Camera Operators with an assistant, a Vision Mixer, and a Technical Assistant.
• Strong project management skills to develop and implement a detailed execution strategy, including staff CVs and itemized resource lists.

Key Terms & Clarifications

Hybrid Event Management: Simultaneous physical and virtual event production requiring synchronized multi-camera streaming, real-time digital interaction, and cross-platform audience management to ensure equal participation across both formats.

Demonstration Phase Evaluation: A pre-contract assessment where bidders submit video recordings of past hybrid events. Evaluators score technical execution elements such as lighting, on-screen graphics, and platform usability before final award decisions.

80/20 Preference Point System: A South African public procurement scoring model allocating 80 points to financial competitiveness and 20 points to designated socio-economic transformation goals (e.g., black ownership, women/youth participation, and disability inclusion). Points are awarded based on verified documentation submitted with the bid, and failure to provide proof results in zero points for those categories.