Event Management Services - Xitsonga Music Awards

The South African Broadcasting Corporation (SABC), through Munghana Lonene FM, has issued Request for Quotation RFQ/RAD/2026/10254182/54 for the appointment of a competent event management company to plan, organize and execute the Munghana Lonene FM 21st Xitsonga Music Awards (XMA21) festival. The event is provisionally scheduled for 19 December 2026 at Thulamahashe Stadium, with a closing date for submissions of 9 November 2026. The contract is a once-off engagement. The venue has already been secured by the radio station, so bidders are not required to book it. The SABC reserves the right to change the event date if circumstances change.

The scope of services is extensive and covers end-to-end event delivery. The successful bidder will be responsible for artist management, including contracting and paying artists (a split of 40% national and 60% regional artists, subject to approval by Munghana Lonene FM), and for providing accommodation for 30 rooms at a four-star facility. Production requirements include a 14m x 12m scaffolding stage with trussing, a full sound system, professional lighting and rigging, power distribution with generators, LED screens, HD recording, and crew including engineers and riggers. Other requirements cover event signage, crowd barriers and fencing, a VIP marquee with flooring and furniture for 600 guests, and back-stage and artist facilities. Catering is required for artists, VIP guests, crew and the joint operations centre across lunch, dinner, and late-night services for up to 900 people. Sanitation requires 40 general toilets, 20 VIP toilets and 3 accessible toilets. Operational services include three ambulances with qualified crew, branded smart wristband accreditation and ticketing systems capable of counting patrons, and security coverage from five days before the event through one day after, including PSIRA-registered guards and bouncers.

Evaluation is based on an 80/20 preference point system. Bidders must score a minimum of 80 out of 100 on functionality, assessed on event management experience (including evidence of at least 5,000-attendee events), project team capacity, and an implementation plan with a detailed outdoor event case study. Only bidders meeting this threshold proceed to price and specific goals evaluation. Mandatory requirements include CSD registration, a valid BBBEE certificate from a SANAS-accredited agency, tax compliance, a valid TV licence statement for the company and all directors and shareholders, and PSIRA and crowd control certification for security providers. Payment is made 60 days after service delivery and invoicing. Submissions must be emailed to RFQSubmissions@sabc.co.za before the closing deadline, with financial and technical responses provided as separate PDF attachments.