Event Management Services for the NLB National Indaba 2014 Bid Number: NLC/2015-9

Transcription

1 Event Management Services for the NLB National Indaba 2014 Bid Number: NLC/ MS GLADYS PETJE AND MS BOJANE MOSIMA: Date: 12 October 2015 Time: 10:00 12:00 Venue: NLC Head Office, Hatfield Pretoria

2 Purpose of the Bid The NLC seeks to engage the support of a duly qualified service provider to plan and execute the NLC National Indaba: 25, November Render, implement and manage the events and all related logistics that comprise the Indaba Facilitate the build-up to the event through various media. Facilitate post Indaba 2015 communication.

3 Purpose of the Indaba Under the Theme: The National Lotteries Commission is Changing Lives Intention is for the Presidency and the relevant Minister and the Leadership and decision-makers of the NLC to interact with beneficiaries and stakeholders from around the country at a central location.

4 Purpose of the Indaba Indaba 2015 takes place over three days (25-27 November 2015) and comprises:- Regulator s Roundtable Conference, Exhibitions, NLC Staff Awards ceremony, Beneficiary Awards ceremony, Indaba Pre-Briefing Dinner, A Beneficiary Awards Gala dinner, Stakeholder engagement sessions, and Resolutions session.

5 Requirements Your proposal must interpret the DELIVERABLES and SCOPE of WORK in the Terms of Reference doc detailing your approach to meeting these requirements. Your Project Plan must include key milestones illustrating comprehensive cost/s for each stage. Final payment will only be made once the NLC receives approved minutes / resolutions; a Project Close-Out Report; and an edited Video of the entire Indaba. PLEASE Indicate your compliance timeframes in your proposal.

6 Specifics Be creative Be innovative Be realistic The intention is to give-back / to empower.

7 Specifics Cont The Presidency and Three Ministers will be present at this event at certain times & it must therefore accord with the standard and protocol expected of a Ministerial event. Source a venue in Gauteng that can host 1500 delegates; with four breakaway areas and two VIP areas. Manage RSVP s, including the registration of approximately 80 guests at nearby hotels from each province to the venue in consultation with the contracted NLC travel and accommodation supplier. Coordinate accommodation for guests in relative proximity to the venue. Ensure the provision of logistics for all activities before and during Indaba 2015.

8 Specifics Cont Brand this event. Develop and source promotional material and other collateral. Plan an exhibition at the venue in consultation with beneficiaries. Organise all arrangements for the dinners. Lead the media relations campaign and procure media buying through the GCIS. Procure awards for the different ceremonies. Provide a secretariat service at the Indaba and any other formal session. Settle honorarium payments.

9 INDABA 2015 OBJECTIVES To continue entrenching the close relationship of the NLC with all its stakeholders including beneficiaries by focusing on the following: To emphasise the regulatory mandate of NLC by developing strategies for regulatory compliance of the lottery business To analyse the impact of the socio- economics of the lottery business (i.e. supplier development) To enable beneficiaries to access NLC services through ICT To leverage on the NLC branding equity as a regulator and funding for good causes

10 INDABA 2015 OBJECTIVES To analyse all sectors in terms of development of social - entrepreneurship skills. To guide the NLC stakeholders on the implementation of the new legislation

11 INDABA 2015 PROGRAMME 40 pages Indaba 2015 programme booklet for all three days Event Date: November 2015 Venue: Gauteng Birchwood Hotel Times: Day 1 3 : 09:00 17:00 Delegates: beneficiaries from host province; NLC Strategic Partners NLC Board, Distributing Agencies, Management and staff

12 INDABA 2015 EVENT First Day - Roundtable on Regulatory Compliance with international speakers on Lottery regulation and compliance 100 strategic stakeholders 9:00 16:00 = Regulatory Roundtable 18:00 for 18:30 = Pre-briefing dinner and staff awards Second Day First Day of the Indaba Conference 1500 with four Breakaway sessions (4 breakaway rooms) 8:00 16:00 = Plenary in the Terminal (8:00 13:00) and breakaway sessions from 12:00 16:00 18:00 for 18:30= Beneficiary Awards Dinner Third and last Day of the Indaba Conference Report back on resolutions at the Plenary venue, the Terminal for 1500 (9:00 14:00)

13 THANK YOU