Anticipated audience Public (between 5,000 and 10,000 over three days) Schools, universities,etc. Programme participants Exhibitors Government officials/VVIPs Cultural practitioners CSI Public at large
What are we looking for? The SABF is about changing the narrative around our yearly national book fair, being more representative and increasing access to all. Its success has far-reaching positive consequences for the country. The Fair’s events management company must therefore buy into the vision described here and have the necessary drive and passion to fulfil the demands made by this ambitious vision. The successful company will have extensive knowledge and experience of consumer trade shows, and of managing an event of a similar nature. It will also have a proven track record on the different aspects required, as set out below.
Moreover, we are looking for a company that can grow with the event as it charts new territory.
Scope of work
Event design and architecture
Based on the cultural precinct, ensure creative design and allocation of spaces for a seamless, captivating and enjoyable experience
Achieve architectural venue design that maximises the diverse and the difficult spaces, and creates the best environment for the SABF vision
Ensure venue mirrors all elements of the SABF vision and activities
Venue management and logistics
Management of all venues and spaces
Cleaning and waste management
FOH and receiving set-up, including registration and other access (e.g. exhibitors/service providers/programme)
In consultation with the SABDC, find a suitable registration and ticketing service provider
Accreditation for all exhibitors, guests, programme participants, staff, service providers
Providing regular reports leading up to/during/post the event
Providing on-site services
Meeting and greeting/attendance for full duration of event
Tracking/monitoring number of people who enter per day/per session (including children)
Registration at different ticketed sessions – at least 10 different ticketed spaces
‘Goodie bag’ handout (if applicable)
Note: Although registration of the media will be managed by the PR Company, the events management company will liaise with the PR company in this regard.
Notify authorities and follow required processes for JOC, disaster management, traffic management and any related requirements
Management of security personnel to provide a safe and secure environment
Health and safety
Ensure all Health & Safety Regulations are met
Ensure presence of medical services on site
Protocol and VIP management
Ensure all protocol and VIP requirements are met
Assist SABDC with invitation and other correspondence with exhibitors. The SABDC will manage the process initially, but will hand over to the company when the time is right
Assist with the appointment of the exhibition company
Manage full exhibitor processes once orders are placed
Carry out evaluation and debriefing with exhibitors
Production and technical services
Management of access to main venues and different spaces Receiving of goods/supplies/front-of-house materials
Technical requirements for all programme activities
Ensuring power supply, water supply with venues/authorities Finalising event liability based on projected audience and participants
Working with appointed exhibition company to ensure correct set-up of exhibition area
Manage all catering requirements for public, guests and staff
Negotiate with Newtown Junction Mall to ensure accessible, affordable parking
Interpretation and translation
Not yet required – this is to be finalised later.
Branding, signage and decor
Indoor and outdoor branding – requirements and permissions Indoor and outdoor signage
Management of all supporting staff required for above
Note: Interns to be used as part of the staffing team will be provided by the SABDC.
Obtain three quotations for all external services related to the above
Ensure clear processes for, and clear communication lines with, relevant service providers
Note: Relevant service providers will be appointed by the SABDC, but will report to the event management company
Attend all required meetings
Attend debrief session
Submit final report within one month of project/event
Our budget Please contact the SABDC should you be interested in submitting a proposal.
The SABDC works with limited resources but with heightened creativity, and strives for an ideas-rich environment. It loves working with like-minded organisations.
At the SABDC we believe that we bring great exposure to the companies we work with, as our well-established brand travels to all sectors of society.
Benevolent in nature, the SABDC requests service providers to include pro bono elements in their proposal.
Proposal To be included in the submission
The SABDC implements a BBBEE procurement policy and requires a BBBEE Certificate
Contact details of referees and summary portfolio for 3 events.
Closing date for proposals 30 November 2017
Please feel free to schedule a call with the CEO of the SABDC at (021) 914-8626 for more information.
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SABDC is the representative body of the South African Book Sector. Its members include all key stakeholders in the book value chain.
Posted on 13 Nov 15:36
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