Objectives

The primary objective of this tender is to procure event management services for the Councillor Wellness Event, including venue sourcing, catering, and associated activities, to facilitate a full-day wellness retreat for approximately 300 delegates. The event aims to promote councillor wellness through activities such as yoga, motivational speaking, and outdoor experiences, in line with municipal policies and cost containment regulations.

Scope

The scope encompasses all aspects of organizing the Councillor Wellness Event, including:

• Finding an external venue within a 100 km radius of Johannesburg (specifically Little Falls Resort).
• Providing a venue with cinema-style seating for 300 delegates, with panel seating arrangements at the front.
• Organizing a full-day conference with scheduled activities until 16h00.
• Arranging catering services that include various dietary requirements (Kosher, Halal, Vegetarian, Vegan, Gluten-Free, Diabetic, etc.).
• Providing signage and necessary conference equipment.
• Including wellness activities such as yoga, hiking trails, motivational speakers, and other related services.

Technical Requirements

The technical specifications for the event management include:

• Venue must be certified acceptable and suitable for 300 delegates.
• Conference package must include cinema-style seating, signage, and all necessary conference items.
• Meals must cater to diverse dietary needs, including Kosher, Halal, Vegetarian, Vegan, Gluten-Free, Lactose Intolerant, Diabetic, and Low Carb options.
• Provision of non-alcoholic beverages, bottled water (three times daily), and soft drinks per delegate.
• Venue must have hiking trails, yoga instructors, and motivational speakers as specified.
• All items must be fully quoted, including delivery, setup, and off-loading.
• Venue certification (Certificate of Acceptability) must be provided.

Skills Requirements

The successful bidder must demonstrate:

• Experience in organizing large-scale corporate or municipal events within South Africa.
• Proven capability to source and manage external venues with appropriate facilities and certifications.
• Ability to coordinate catering services that meet diverse dietary and religious requirements.
• Expertise in event logistics, including signage, seating arrangements, and conference equipment setup.
• Knowledge of municipal procurement policies and compliance with occupational health and safety regulations.
• Capacity to manage wellness activities such as yoga, outdoor excursions, and motivational speaking engagements.
• Strong project management skills to ensure timely delivery and execution of all event components.