HYBRID ANNUAL GENERAL MEETINGClosed

Overview

Procurement of a service provider to deliver a HYBRID ANNUAL GENERAL MEETING including hybrid event hosting, registration/RSVP platform, live streaming, technical production, and on-site/virtual coordination. The merSETA invites bids from experienced hybrid event specialists to manage end-to-end delivery, including registration, streaming, and audience interaction for approx. 250 physical attendees and a broader online audience.

Requirements

• Four years’ proven experience in hosting virtual and hybrid events (with company profile).
• Four client references (letters on client letterhead, dated, with contact details).
• Core project team: Project Manager (3+ years), Technical Lead (3+ years in video/sound), two Technical Assistants (2+ years), Videographer (2+ years).
• Demonstrable capacity to deliver: project plan, timelines (max 3 months), video sample, and a detailed implementation plan.
• Full submissions: SBD 4, SBD 6.1, SBD 7.1 forms; proof of CSD registration; BBBEE certificate (or affidavit); certified IDs; JV documentation if applicable; pricing schedule; equipment list with contingency plan.

How to Apply

• Briefing: compulsory virtual briefing on 14 August 2026 at 11:00 (online link provided in RFQ). Closing date: 21 August 2026 at 12:00. (RFQ - Hybrid Annual General Meeting.pdf)
• Submission: via email to quotations@merseta.org.za with RFQ/MAR/26/27/110 in the subject line. Late submissions will not be considered.
• Documents to submit: fully completed Pricing Schedule; SBD 4, SBD 6.1; SBD 7.1; proof of CSD and BBBEE; certified IDs of directors; JV details if applicable; video sample and project plan; equipment list (including platform for 500 online attendees) and contingency plan. (RFQ - Hybrid Annual General Meeting.pdf)
• Pre-qualifications: ensure tax matters are in order; CSD registration number; BBBEE certification; relevant registrations and declarations.
• Briefing venue/link: online Teams link (RFQ - Hybrid Annual General Meeting.pdf)