Objectives

The primary objective of this tender is to engage a service provider to host the merSETA Hybrid Annual General Meeting (AGM). The event aims to present the organisation’s performance and strategy for the previous financial year through a hybrid format that combines in-person and virtual participation, expanding reach and ensuring real-time engagement between all attendees.

Scope

The scope includes:

• Hosting four (4) hybrid AGMs over four years in different provinces across South Africa, with exact locations to be determined closer to each event.
• Providing comprehensive event coordination, including registration, RSVP management, and stakeholder linking across the country.
• Ensuring seamless integration of physical and virtual experiences, including live streaming, two-way communication, videography, and interactive content.
• Managing logistics such as travel, accommodation, and technical setup across multiple provinces.
• Delivering all elements necessary for a high-tech, engaging hybrid event, including equipment, technical support, and contingency planning.

Technical Requirements

The technical scope encompasses:

• Development and management of a digital registration/RSVP platform with a mailbox and venue details delivery.
• Paperless registration process with digital attendee tags featuring QR codes for program access.
• Provision of equipment such as cameras, LED screens, LCD projectors, AV infrastructure, and sound systems.
• Stable, high-quality live streaming with two-way interaction capabilities (polls, Q&A, comments).
• Video and audio equipment backup, redundancy, and network support to ensure uninterrupted streaming.
• Dry runs and setup completion by 15h00 prior to each event, with full testing and demonstration of equipment and contingency plans.
• Provision of technical staff, videographers, and support personnel for event execution.

Skills Requirements

The bidder must demonstrate:

• Experience in planning and executing virtual and hybrid events, with a proven track record of at least five (5) years.
• Capability to deliver seamless live streaming and interactive virtual experiences, supported by relevant equipment and software.
• Qualified project management team with at least three (3) years’ experience in event management, including a project manager with NQF level 7 certification or equivalent.
• Technical leads with qualifications in video and audio engineering (NQF level 7) and relevant experience.
• Technical assistants with experience in hybrid event setup and management.
• Videographers with a portfolio demonstrating experience in hybrid event coverage and two-way communication facilitation.
• Ability to provide detailed project plans, sample videos of previous work, and demonstrate technical capability during a presentation/demonstration phase.