Event Management

Remuneration:To be discussed 
Location:Johannesburg
Job level:Mid/Senior
Own transport required:Yes
Travel requirement:Occasional
Job policy:Employment Equity position
Type: 11 months
Company:South African Book Development Council


Event details

Organiser
South African Book Development Council

Event name
South African Book Fair 2018

Event dates and times
5-6 September: 9am-5pm
Skills development: 100 industry practitioners

SABF (Open to public)
Friday 7 September: 9am-6pm
Saturday 8 September: 10am-6pm
Sunday 9 September: 10am-2pm

Event location
Newtown, Johannesburg
Museum Africa
Market Theatre and Market Theatre Precinct
Market Square
Newtown Junction

Key Elements
Literary Programme
Exhibition
Business-to?business programme
NBW Magic Tent
Demo Library

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
  •  Audience flow
  •  Cleaning and waste management
  •  FOH and receiving set-up, including registration and other access (e.g. exhibitors/service providers/programme)
Registration
  • 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.
JOC
  • Notify authorities and follow required processes for JOC, disaster management, traffic management and any related requirements
Security
  • 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
Exhibition management
  • 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
Hospitality
  • Manage all catering requirements for public, guests and staff
Parking
  • 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
  • Partnership/sponsor requirements
Staffing
  • 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.

Service providers
  • 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

Meetings
  • Attend all required meetings

Reporting
  • 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
  • Tax 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.

Facebook - South African Book Fair
Twitter -    @SABookFair
Instagram - sa_bookfair

Company Description

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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Megon Fitzgibbon

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South African Book Development Council
SABF 2018. Event Management company sought. More info at www.sabookcouncil.co.za
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