Objectives

The primary objective of this tender is to select a qualified Event Organising Service Provider to plan, manage, and execute the Diamonds and Dorings Music Festival for the years 2026 to 2028. The festival aims to stimulate local economic growth, promote cultural development, enhance tourism, and foster social cohesion across diverse racial groups within Sol Plaatje Municipality. The service provider will be responsible for delivering a culturally rich, well-organized event that includes various artistic and entertainment components, vendor management, marketing, and safety arrangements, all aligned with municipal development goals.

Scope

The scope of work encompasses the comprehensive planning and execution of the Diamonds and Dorings Music Festival, including but not limited to:

• Event management covering all aspects of cultural development and safety standards
• Design and distribution of invitations and promotional materials
• Programme production and media briefings
• RSVP and vendor management, including food and beverage services
• Infrastructure setup and logistics planning
• Audio-visual production and technical support, including LED screens
• Line-up curation and scheduling
• Security and safety arrangements, including access control, emergency planning, and disaster management
• Vendor participation, stakeholder engagement, and marketing across social media and traditional platforms
• Hosting a 4-day festival with associated build-up activities, ensuring alignment with tourism and cultural objectives

The successful bidder will also be responsible for sourcing 100% of the funding required for the event, managing sponsorship negotiations, and ensuring compliance with all legal, safety, and municipal requirements.

Technical Requirements

The technical requirements for the tender include:

• Experience & Track Record: Proven successful management of similar large-scale music or cultural festivals with attendance between 5,000 and 7,000 patrons. Bidders must provide appointment letters and references from previous events.
• Event Proposal & Planning: Submission of a detailed event proposal outlining the main event and build-up programs, including:
• Event management plan with health and safety standards
• Design and logistics of invitations and promotional materials
• Programme schedule and line-up details
• Infrastructure layout, including VIP areas, parking, and security zones
• Audio-visual and technical support plans
• Safety and security arrangements, including emergency response and disaster management
• Vendor and stakeholder engagement strategies
• Funding & Sponsorship: Ability to secure full funding independently, with the municipality providing in-kind support such as venue and resources. The bidder must negotiate and manage sponsorships and promotional activities.
• Compliance & Certification: Submission of all necessary documents including tax compliance certificates, BBBEE certificates or sworn affidavits, municipal accounts or lease agreements, and CSD reports.
• Insurance & Safety: Adequate insurance coverage, including liability insurance, must be secured by the bidder. The event must adhere to health, safety, and environmental regulations.
• Marketing & Promotion: Development and execution of advertising campaigns across radio, print, social media (Facebook, X, TikTok), and stakeholder briefings to maximize attendance and engagement.
• Sustainability & Community Engagement: Demonstrated commitment to local economic impact, community involvement, and sustainable practices.
• Evaluation & Functionality: Bids will be assessed based on experience, event proposal quality, local MSME empowerment, and overall functionality score, with a total of 100 points allocated.