Objectives

The primary objective of this tender is to organise, host, and manage an Employee Wellness Day for CWDM employees and councillors, including the provision of refreshments on the event day. The event aims to promote employee health, well-being, and a healthy lifestyle through activities such as health assessments, exercise sessions, wellness exhibitions, fun sports, craft activities, and health promotion initiatives.

Scope

The scope encompasses two main deliverables:

1. Organising, hosting, and managing the Wellness Day event, scheduled to occur on a single day before 31 March 2026, at a venue in the Paarl Region suitable for all staff and councillors.
2. Providing refreshments on the day of the event, including snacks, meals, and beverages, with considerations for dietary requirements such as Halal and vegetarian options.

Specific components include health risk assessments, exercise sessions, wellness exhibitions, sports and games activities, craft stations, event logistics, marketing, lucky draws, and post-event reporting.

Technical Requirements

• Event to be held on a specified date before 31 March 2026, from 9:00 to 15:00.
• Venue in Paarl with capacity for all participants.
• Health assessments for both medical aid and non-medical aid employees, with appropriate health recommendations.
• Exercise sessions such as Zumba, aerobics, yoga, and a 1.5 km race, with medals for finishers.
• Wellness promotion exhibition with at least 20 exhibitors, providing health and wellness information.
• Sports and fun activities, including inflatable games and board/card games.
• Craft activities promoting mindfulness, with facilitators experienced in craft instruction.
• Logistics management, including registration, event setup, and issue resolution.
• Marketing and communication strategies, including posters, emails, and site inspections.
• Prize organization for lucky draws, with prizes valued at R900, R600, and R300.
• Post-event reporting covering health overview, recommendations, and event evaluation.

Skills Requirements

• Proven experience in organising and managing large-scale wellness or corporate events, with at least two references from previous similar events.
• Qualified fitness instructors with competencies in leading exercise sessions such as Zumba, aerobics, and yoga.
• Experienced event managers with skills in logistics, coordination, and stakeholder engagement.
• Craft facilitators with demonstrated ability to lead mindfulness and creative activities.
• Marketing professionals capable of designing promotional materials and executing communication campaigns.
• Technical staff for site inspection, setup, and troubleshooting during the event.
• Report writing skills for post-event evaluation and health assessment analysis.