Objectives

The primary objective of this tender is to appoint an accredited service provider to deliver catering services for the Mine Health and Safety Council's (MHSC) Regional Task Force (RTF) workshop. The catering is required for 450 participants during two scheduled events on 30 September and 03 December 2025 in Emalahleni, Mpumalanga. Additionally, the service provider must supply sound and audio-visual equipment to support presentations during the workshops.

Scope

The scope of work includes:

• Provision of catering services for 450 delegates at each workshop, including:
• Arrival beverages and snacks (tea, coffee, juice, sandwiches, muffins/scones)
• Tea breaks with beverages and biscuits
• Lunch with halal options, including grilled chicken, lamb/beef stew, rice or pap with dumplings, vegetables, and salads
• Soft drinks and canned/bottled water
• Provision of a sound system, PA system, projector, screen, and relevant AV equipment to facilitate presentations, including technical support and roving microphones.
• Supply of necessary catering equipment such as chafing dishes, serving spoons, crockery, cutlery, and breakage fees.
• Conducting a site visit to coordinate with venue representatives, determine serving station locations, and ensure all requirements are met.
• Set-up of catering and AV equipment prior to delegates’ arrival and ensuring professionalism throughout the event.

Technical Requirements

The technical specifications for the catering and event support include:

• Provision of more than one serving station to minimize queues, with the number of stations proportional to delegate numbers.
• Ensuring all meals are prepared hygienically and adhere to food industry standards, with warm/hot meals kept at appropriate temperatures.
• Use of normal everyday ceramic tableware and cutlery.
• Availability of the service provider on-site throughout the conference day.
• Provision of a sound system, including a PA system, projector, screen, three roving microphones, and technical support for AV equipment.
• Supply of sundries such as crockery, cutlery, serving dishes, and breakage fees.
• Compliance with all health and safety regulations and standards.

Summary

This tender aims to secure a qualified service provider capable of delivering comprehensive catering and audiovisual support for two major workshops in Emalahleni, Mpumalanga. The provider must ensure high standards of hygiene, professionalism, and technical support to facilitate a successful event for 450 participants on each date, with specific emphasis on efficient service delivery and compliance with relevant health and safety regulations.