Events Manager for high level- ministerial SADC SWF one day event

[SCOPE OF TENDER......] The contracted firm will deliver the following: 4.1) Event Management & Coordination • Overall project management and coordination; single point of contact. • Workplan/Gantt and detailed run-of-show; weekly status meetings and actions log. • Risk register and mitigation; contingency planning. • Accreditation/registration workflow design and management (data protection compliant). • On-site operations plan; rehearsals; showcalling; inter-team comms (radios/whatsapp groups). • Protocol & VIP management; seating charts; holding rooms; gift/exchange coordination. • Staffing: event manager, floor managers, registration desk, ushers; briefing and rostering. 4.2) Venue & Logistics• Venue sourcing (3 options) and contracting support; site inspections. • Space planning: room layout, staging, lectern, accessibility routes, emergency egress. • Audio-visual (PA, projection/LED, mics, recording) specification and supplier management. • Simultaneous interpretation (if required): booths, receivers, technician; interpreter recruitment. • Live streaming platform setup and technical management (if required). • Catering coordination including dietary requirements; water stations and green practices. • Transport logistics: airport transfers, shuttles, VIP movements; parking plans. • Security liaison; incident and OHS compliance documentation. • Utilities & backup power coordination (where relevant). 4.3) Branding, PR & Content Event visual identity adaptation; artwork for invitations, programme, backdrops and signage. • Production management for print and digital assets; on-site branding installation and derig. • Event online registration page; email campaigns and RSVP tracking. • Media engagement: media list, press note/release drafting, media desk on site. • Photography and videography; basic edits and asset handover within 5 working days. 4.4) Reporting & Close-Out Pre-event readiness checklist; day-of situation report. • Post-event report: attendance stats,