Events Management Services Tender - Gauteng

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Description

REQUEST FOR PROPOSAL FOR THE APPOINTMENT OF A PREQUALIFIED LIST OF SERVICE PROVIDERS TO RENDER EVENTS MANAGEMENT SERVICES FOR A PERIOD OF 36 MONTHS.

What this tender is about

The Gauteng Department of Sport, Arts, Culture and Recreation is inviting prequalified service providers to tender for events management services. This contract is for a period of 36 months. The scope includes providing logistics for the Provincial Women’s Day Celebrations, which requires marquees, tents, furniture, technical infrastructure like stages and sound systems, accreditation, catering, cultural performers, fencing, ablution facilities, safety and security services, and video production. Service providers must manage venue bookings and ensure all necessary certifications and insurances are in place. The tender closes on 21 August 2026. A briefing session will be held on 31 July 2026.

Scope of work

• Provide marquees, tents, and furniture for various event areas including VIP, EMS, Media, Artist, Mass Catering, and Kiddies Corner.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Supply and set up technical infrastructure including performance and address stages with ramps, sound systems, audiovisuals, and backline equipment.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Manage accreditation, including wristbands, accreditation cards, parking vouchers, access control boards, and posters.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Provide comprehensive catering services for VIPs, law enforcement, security, marshals, artists, media, and mass attendees, including drinks.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Source and manage cultural performers, including national artists, local upcoming artists, dance groups, brass bands, choirs, program directors, DJs, and sign language interpreters.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Provide event fencing, including various heights and types, with installation and removal services.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Supply and maintain ablution facilities, including standard portable toilets, disabled toilets, VIP toilet trailers, and urinals, with cleaning staff.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Ensure event safety and security by providing a qualified safety officer, security marshals, and private security members, including catering for security personnel.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Provide private BLS Emergency Medical Services during load-in, event day, and strike down.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Manage venue bookings for Union Buildings and Pretoria Central Church, including making required payments.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)

Important requirements

• Service providers must be prequalified to render events management services.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• The appointed service provider must appoint a structural engineer to certify all structures.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Public liability insurance must be in place for the event.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Service providers must adhere to timelines stated by the end-user.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Subcontracted caterers must attach a Health Certificate and include names and ID numbers of assisting staff.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• The main service provider must submit a close-out report including employee details.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• The appointed service provider must manage the appointment and remuneration of 500 trained security volunteers (marshals).(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)
• Private security members must be SIRA compliant and in full visible outdoor security uniform.(SCENARIO ANNEXURE - TOR OVERALL LO..., section start)

How to submit

• Submit proposals for the appointment of a prequalified list of service providers to render events management services.

What is in the documents

• SCENARIO ANNEXURE - TOR OVERALL LOGISTICS August 2026.docx

  This document outlines the detailed scope of work for events management services, specifically for the Provincial Women’s Day Celebrations. It specifies requirements for marquees, furniture, technical infrastructure, catering, security, and entertainment for an event targeting...

Special conditions

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/374674034644026?p=O9LgZGbnHUDaIVGLBx Meeting ID: 374 674 034 644 026 Passcode: B9DY2bF2

Tender documents (6)

• PDFGSports POPIA compliance Form - SCM Form (22).pdf
• PDFSBD 01 page 3 (003).pdf
• PDFGT GDSACR 023 2026 - Section 1 Tender Document.pdf
• DOCSCENARIO ANNEXURE - TOR OVERALL LOGISTICS August 2026.docx
• PDFSCM 05 Prequal final.pdf
• PDFFinal Addendum Logistics and Events.pdf

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