Objectives

The primary objective of this tender is to procure registration services, specifically for servicing technicians and trainers' graduation events in Gauteng, including equipment hire, event setup, personnel, and miscellaneous items to ensure a successful graduation ceremony scheduled for 16 March 2026.

Scope

The scope encompasses:

• Provision of registration services for the graduation event, including setup and management.
• Equipment hire such as laptops, screens, printers, scanners, and registration counters.
• Event management tasks including onsite registration system setup, artwork setup, database management, and QR code integration.
• Supply of consumables like accreditation pouches, tags, and lanyards.
• Personnel deployment including a registration manager and technician.
• Additional miscellaneous items such as Wi-Fi, scanners, and other event-specific requirements.

Technical Requirements

The technical specifications include:

• Delivery and setup of equipment (laptops, monitors, printers, scanners) by 15 March 2026.
• Event date: 16 March 2026, with an expected attendance of 800 delegates.
• Provision of onsite registration system, artwork setup for accreditation tags, and database management with RSVP QR code integration.
• Post-event attendance report submission by 27 March 2026.
• Supply of accreditation pouches, tags, and QR-code lanyards for 800 delegates.
• Deployment of experienced personnel including a registration manager and qualified technician.
• Provision of internet access (3G) and scanners at breakaway rooms for the duration of the event.

Skills Requirements

The tender requires:

• Bidder(s) must demonstrate relevant experience and competency in registration services, supported by a minimum of three positive reference letters on company letterhead.
• Personnel must have operational competence, with at least one experienced registration specialist and a qualified technician.
• Technical proficiency in managing onsite registration systems, database management, and QR code integration.
• Ability to coordinate equipment setup, manage event logistics, and handle post-event reporting efficiently.