Events Manager for high level- ministerial SADC SWF one day event

UNDP-ZAF - SOUTH AFRICA

Procurement Process

RFP – Request for proposal

Office

UNDP-ZAF – SOUTH AFRICA

Deadline

15-Jun-26 @ 10:00 AM (New York time)

Published on

08-Jun-26 @ 12:00 AM (New York time)

Reference Number

UNDP-ZAF-00215

Contact

Procurement Unit – [email protected]

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Introduction


[SCOPE OF TENDER……]

The contracted firm will deliver the following:

4.1) Event Management & Coordination

•         Overall project management and coordination; single point of contact.

•         Workplan/Gantt and detailed run-of-show; weekly status meetings and actions log.

•         Risk register and mitigation; contingency planning.

•         Accreditation/registration workflow design and management (data protection compliant).

•         On-site operations plan; rehearsals; showcalling; inter-team comms (radios/whatsapp groups).

•         Protocol & VIP management; seating charts; holding rooms; gift/exchange coordination.

•         Staffing: event manager, floor managers, registration desk, ushers; briefing and rostering.

 4.2) Venue & Logistics

•   Venue sourcing (3 options) and contracting support; site inspections.

•         Space planning: room layout, staging, lectern, accessibility routes, emergency egress.

•         Audio-visual (PA, projection/LED, mics, recording) specification and supplier management.

•         Simultaneous interpretation (if required): booths, receivers, technician; interpreter recruitment.

•         Live streaming platform setup and technical management (if required).

•         Catering coordination including dietary requirements; water stations and green practices.

•         Transport logistics: airport transfers, shuttles, VIP movements; parking plans.

•         Security liaison; incident and OHS compliance documentation.

•         Utilities & backup power coordination (where relevant).

 4.3) Branding, PR & Content

 Event visual identity adaptation; artwork for invitations, programme, backdrops and signage.

•         Production management for print and digital assets; on-site branding installation and derig.

•         Event online registration page; email campaigns and RSVP tracking.

•         Media engagement: media list, press note/release drafting, media desk on site.

•         Photography and videography; basic edits and asset handover within 5 working days.

 4.4) Reporting & Close-Out

  Pre-event readiness checklist; day-of situation report.

•         Post-event report: attendance stats, media/online metrics, lessons learned, photo/video links.

•         Financial reconciliation pack (supplier list, POs/invoices, receipts, summary against budget lines).

Please indicate whether you intend to submit a bid by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org  using the profile you may have in the portal. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in UNDP website: https://www.undp.org/procurement/business/resources-for-bidders.  Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.
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[UNDP OFFICE SOUTH AFRICA
PROCUREMENT UNIT]

Documents :

Negotiation Document(s)
(Before Accessing other negotiations Document(s), please click on this link)

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