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

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

Reference: UNDP-ZAF-00215
Beneficiary countries or territories: South Africa
Registration level: Basic
Published on: 08-Jun-2026
Deadline on: 15-Jun-2026 10:00 (GMT -4.00)
Description

[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).



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[UNDP OFFICE SOUTH AFRICA
PROCUREMENT UNIT]

Email address: procurement.enquiries.za@undp.org
Surname: Procurement Unit