Events Management Services Panel

The National Treasury is inviting bids to appoint a panel of service providers for events management for a period of three years under tender NT01 2-2026. The Economic Policy International Cooperation (EPIC) Division coordinates South Africa's participation in, and hosting of, high-level national and international meetings, including engagements linked to the World Economic Forum (WEF), BRICS, the African Caucus, the New Development Bank (NDB), and other bilateral and multilateral forums. The Division requires external specialists to supplement its internal capacity with event management and logistical support as and when required. National Treasury retains overall responsibility for strategic direction, governance, approvals and oversight, and appointed providers will work under the direction of the designated National Treasury project manager or Logistics Lead. Appointment to the panel does not guarantee any minimum value, volume or number of assignments. Work will be allocated through competitive Request for Quotation (RFQ) processes among panel members.

The scope of work covers the full event lifecycle. Providers must coordinate the planning and execution of meetings, conferences, workshops, side events and dinners, manage suppliers and stakeholders, and maintain event plans, programmes and running orders. Logistics responsibilities include venue selection and set-up, registration, transport and shuttle services, accommodation-related logistics, and sourcing of equipment such as audiovisual systems, lighting, staging, tents and sound systems. Production responsibilities include décor, branding, rehearsals and technical checks. Communications support includes implementing communication plans, media registration and monitoring, social media activity, livestreaming where approved, and the preparation of marketing collateral and post-event media galleries. Providers must also develop a detailed costing matrix with full line-item transparency, negotiate with venues and suppliers, comply with health, safety and risk requirements, and provide liability insurance. All public-facing materials must undergo mandatory quality assurance before release. No advertising may be booked without prior written approval from National Treasury Communication Services.

Bidders must meet several requirements to qualify. Phase 1 covers administrative compliance, including SBD 1, SBD 4, a Central Supplier Database (CSD) report, CIPC documents, a CV for the Project Manager, and proof of shareholding in an organogram format. Phase 2 is functionality evaluation, where a minimum score of 65% is required. Scoring considers three contactable reference letters for services delivered within the past ten years, with supporting purchase orders, completion certificates or SLAs; the qualifications and experience of the Team Leader/Project Manager; the number of international or high-profile events managed; the number of tools and technologies demonstrated; and the number of online events with at least 50 participants. Phase 3 evaluates price and specific goals using the 80/20 or 90/10 preference point system, with points available for black, women, youth and disability-owned enterprises. Bids must be submitted online through the eTenders portal. A non-compulsory briefing session will be held on 10 November 2026 via Microsoft Teams, from 10:00 to 11:00. The closing date is 27 November 2026 at 11:00, and bids remain valid for 90 days. Bidders must also meet tax compliance requirements. Successful bidders will sign a Master Service Agreement and may be required to sign Service Level Agreements for individual assignments. Payment is made only after services are rendered, within 30 days of receipt of a compliant invoice.