Objectives

The primary objective of this tender is to engage an Event Management Company to implement a Sustainable Village in Ekurhuleni on 26 November 2025. The event aims to accommodate 30 Crafters/SMMEs, promote tourism, and facilitate economic activity through the setup of branded stalls, provision of vouchers to attendees, and logistical arrangements for the event.

Scope

The scope of work includes:

• Preparation of a Sustainable Village for 30 Crafters/SMMEs.
• Procurement and setup of 30 branded "We Do Tourism" gazebos, with artwork provided by the Department.
• Securing (hiring) 30 tables and 60 chairs for exhibitors.
• Ensuring all stalls are fully operational by 09:00 on the event day.
• Arranging 200 vouchers valued at R200 each for 150 attendees, with immediate reimbursement to SMMEs post-event.
• Providing a call-out fee of R1,000 per exhibitor for 30 exhibitors.

Technical Requirements

The technical requirements include:

• Preparation of the event infrastructure, including gazebos, tables, and chairs.
• Timely setup and operational readiness of all stalls by 09:00.
• Provision and management of attendee vouchers and reimbursement process.
• Logistical arrangements for the call-out fee payments.
• Compliance with branding and artwork specifications provided by the Department.

Skills Requirements

The successful bidder must demonstrate:

• Experience in event management, particularly in setting up and managing outdoor exhibitions or festivals.
• Capability to coordinate logistics for multiple vendors and attendees.
• Proficiency in procurement, setup, and operational management of event infrastructure.
• Financial management skills for handling vouchers and reimbursements.
• Ability to adhere to timelines and quality standards for event setup and execution.
• Knowledge of health, safety, and compliance standards relevant to outdoor event management.