Conference Event Management Services

The National Gambling Board (NGB), a Schedule 3A public entity under the Public Finance Management Act, is seeking a qualified service provider to plan, organise and manage the 2027 National Gambling Conference on its behalf. The two-day event, planned for February to March 2027 in KwaZulu-Natal in partnership with the KwaZulu-Natal Economic Regulatory Authority (KZNERA), will bring together regulators, government, law enforcement, licensed operators, responsible gambling organisations, researchers and technology providers. Its programme focuses on player protection, advertising safeguards, illegal gambling, digital and remote gambling, and emerging technology. The provisional venues are Sibaya Casino and Entertainment Kingdom or the Durban International Convention Centre, and bidders must liaise with both while costing for one.

The appointed provider will act as a single, accountable project manager from commencement through close-out. Required services include programme design and production of branded collateral (programme booklets, banners, signage, conference bags, notebooks, conference sets, pens and lanyards for up to 350 delegates); RSVP and electronic registration, including an evening registration session; audio-visual and staging for a main stage with LED screens, sound, lighting and dedicated connectivity; multi-camera live streaming across NGB Facebook, YouTube and X; photography and videography, including 250 edited photographs; a master of ceremonies; scribing and a comprehensive post-conference report; and production of ten Regulatory Excellence Awards. Catering, security, medical and protocol coordination, and contract management of subcontractors are also in scope. Costs must avoid duplication with venue-supplied items, and no separate charges may be introduced after award outside the approved scope.

Evaluation follows a three-phase process: administrative and substantive responsiveness, functionality (scored at 70% minimum, weighted across company track record, expertise and experience, and project plan), and then price and specific goals under an 80/20 preference point system. Mandatory requirements include attending a compulsory virtual briefing on 12 November 2026, a two-envelope submission, CSD registration, a tax compliance PIN, a company resolution authorising the signatory, and at least three reference letters from comparable events of 100+ delegates completed within the past ten years. Payment is made against deliverables within 30 days of a valid invoice, with no advance payments. The contract runs for four months, and the successful bidder must sign a Service Level Agreement drafted by the NGB.