Objectives

The primary objective of this tender is to appoint a qualified service provider to provide a conference venue with a full conference package for the Isdg Strategic Session hosted by George Municipality. The service provider must deliver comprehensive conference facilities, including venue, catering, audio-visual equipment, and related arrangements for the event scheduled from 26 to 27 November 2025.

Scope

The scope encompasses the provision of a suitable conference venue within George Municipality that can host 45 attendees per day, equipped with necessary facilities such as meeting space, meals, audio-visual support, and venue setup (banquet or U-shape). The venue must be a minimum 3-star hotel with restaurant and conference facilities, located within George. The service provider is responsible for all conference arrangements, including venue setup, catering (arrival, mid-morning, lunch, and afternoon refreshments), audio-visual equipment (projector, microphones, screen, monitor, recording, pointer), and parking facilities.

Technical Requirements

• The venue must be within George Municipality and have a minimum 3-star rating.
• Capacity to host 45 attendees with appropriate setup (banquet or U-shape).
• Provision of all necessary conference arrangements including stationery, catering, and audio-visual equipment (projector, microphones, screens, monitors, recording devices, pointers).
• Venue must have adequate parking for at least 20 vehicles with access control and monitoring.
• Compliance with health and safety standards, including a valid health certificate for the premises.
• Support for technical requirements such as sufficient plug sockets, water, and hygienic standards.
• Provision of a screen of specified size and type, and at least three microphones (one main and two floating).

Skills Requirements

• Experience in hosting and managing conferences of similar size and scope.
• Ability to deliver full conference packages including venue setup, catering, and technical support.
• Proven track record of providing quality conference facilities within George or similar municipalities.
• Capability to coordinate logistics, catering, and technical arrangements efficiently.
• Compliance with health, safety, and environmental standards relevant to conference hosting.
• Knowledge of local regulations and standards for hotel and conference facilities.