Objectives

The primary objective of this tender is to procure experienced event coordination and facilitation services for a large-scale, culturally significant reburial event hosted by Iziko Museums of South Africa. The event aims to restore dignity to ancestral remains, facilitate community healing, and ensure a respectful, dignified, and well-organized multi-day reburial involving up to 1,300 participants across two provinces.

Scope

The scope encompasses comprehensive logistical, infrastructural, and operational management of the event, including:

• Transport arrangements within the Northern Cape and from Cape Town to the burial site.
• Accommodation and catering for participants, including traditional food preparation.
• Site infrastructure setup: tents, ablutions, audio-visual equipment, staging, seating, medical and security services.
• Ceremonial activities, cultural coordination, and event planning over five days and four nights.
• Provision of water supply, site registration, and information stations.
• Management of livestock slaughter and traditional food preparation, complying with health and safety regulations.
• Multiday event management including vigil, reburial, and departure logistics.
• Compliance with relevant regulations and permits from provincial authorities.

Technical Requirements

The service provider must demonstrate the ability to deliver:

• Experience in managing large-scale, multi-day cultural and community events of similar size and complexity.
• Effective project management with a dedicated lead experienced in large event delivery.
• Detailed planning and methodology covering logistics, infrastructure, security, and cultural sensitivities.
• Provision of infrastructure including tents, stages, AV equipment, seating, and site setup, with setup at least two days prior to the event.
• Transport logistics including buses, trailers, and travel arrangements for participants across multiple districts.
• Accommodation arrangements in rural and urban settings, with capacity for up to 1,300 participants.
• Food services, including prepacked meals, traditional slaughter, and cultural ceremonies, adhering to health and safety standards.
• Water supply management, sanitation facilities, and waste management.
• Security, medical, and emergency services aligned with event scale and rural context.
• Audio-visual and technical support for proceedings, including screens, microphones, lighting, and power backup.
• Compliance with all relevant permits, occupational health and safety regulations, and cultural sensitivities.

Skills Requirements

The successful bidder must possess:

• At least 8 years of experience in large-scale event coordination and planning.
• Proven expertise in managing culturally sensitive, multi-day community events with complex logistics.
• Strong project management skills with a dedicated team leader experienced in large event delivery.
• Capability to coordinate multi-sector stakeholders, including community leaders, traditional authorities, security, health, and media.
• Technical proficiency in infrastructure setup, AV systems, and rural logistics management.
• Experience in traditional food preparation, livestock slaughter, and cultural ceremonies, ensuring health and safety compliance.
• Ability to operate within rural contexts, managing large participant groups and ensuring cultural and spiritual sensitivities are respected.
• Demonstrated capacity for contingency planning, risk management, and adherence to regulatory requirements.