South Africa Conference

The procurement concerns the hosting and delivery of the ANH Academy Week 2027 in South Africa. The first lot covers the selection and provision of a conference venue capable of accommodating roughly 400 delegates, with a main plenary hall, four breakout rooms, two medium rooms, dedicated poster and exhibition space, catered day‑delegate packages, and informal networking areas. The venue must be accessible, welcoming to international guests, and equipped to deliver a hybrid conference, while supporting the Academy’s commitment to sustainability by eliminating single‑use plastics. It also includes accommodation provisions or preferential hotel rates for about 100 delegates, with full details on availability, pricing, accessibility, booking terms and proximity to the venue.

The second lot is devoted to comprehensive event management and technical support required for a global hybrid conference. The selected supplier will coordinate local vendors, manage registration and help‑desk services, supply event materials, and oversee photography, videography, travel logistics and committee liaison. Technical services will incorporate audio‑visual systems, hybrid delivery solutions, Zoom integration, online speaker support, session recording, video editing, secure file transfer, connectivity support and a final technical simulation. Collaboration with LSHTM, ANH Academy, Stellenbosch University, the venue and other local partners is essential. The venue and event services must provide hybrid capability and a single-use plastic‑free environment.

Lot 1 – Venue Hire – venue hire and accommodation for 2027 conference These covers the provision of a suitable conference venue in South Africa for ANH Academy Week 2027. The venue should accommodate approximately 400 in-person delegates and provide a main plenary hall, four smaller breakout rooms, two medium-sized rooms, space for poster displays and exhibitions, catering through a day delegate package, and informal networking areas where possible. The venue should be accessible, suitable for international guests, able to support hybrid conference delivery, and aligned with ANH Academy’s commitment to sustainability, including a single-use plastic-free environment. This lot also includes accommodation arrangements or preferential hotel rates for approximately 100 people, with clear information on availability, costs, accessibility, booking terms and proximity to the venue. Lot 2 – Events Management – Provide event management services and work with selected venue. Covers the planning, coordination and delivery of end-to-end event management and technical support for ANH Academy Week 2027. The appointed supplier will support the successful delivery of a hybrid international conference by coordinating local suppliers, registration and help desk services, event materials, photography and videography, travel and logistics, committee liaison and on-site event operations. This lot also includes the provision of audio-visual and hybrid delivery services, including displays, sound systems, Zoom integration, online speaker support, session recording, video editing, secure file transfer, connectivity support and a full technical simulation before the event. The supplier should have relevant experience delivering complex national or international conferences and be able to work closely with LSHTM, ANH Academy, Stellenbosch University, the venue and other local partners.

Contract location: ZA
Communication: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=107960&TID100113032&B=
Enquiry deadline: 2026-08-27T23:00:00+00:00
Submission address and any special instructions: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=107960&TID100113032&B=
Tenders may be submitted electronically: allowed
Award decision date (estimated): 2026-11-02T23:59:59Z

Lot: LOT-0000
Description: These covers the provision of a suitable conference venue in South Africa for ANH Academy Week 2027. The venue should accommodate approximately 400 in-person delegates and provide a main plenary hall, four smaller breakout rooms, two medium-sized rooms, space for poster displays and exhibitions, catering through a day delegate package, and informal networking areas where possible. The venue should be accessible, suitable for international guests, able to support hybrid conference delivery, and aligned with ANH Academy’s commitment to sustainability, including a single-use plastic-free environment. This lot also includes accommodation arrangements or preferential hotel rates for approximately 100 people, with clear information on availability, costs, accessibility, booking terms and proximity to the venue.
Lot value (estimated)
176.000,00 GBP excluding VAT
220.000,00 GBP including VAT

Lot: LOT-0001
Description: Covers the planning, coordination and delivery of end-to-end event management and technical support for ANH Academy Week 2027. The appointed supplier will support the successful delivery of a hybrid international conference by coordinating local suppliers, registration and help desk services, event materials, photography and videography, travel and logistics, committee liaison and on-site event operations. This lot also includes the provision of audio-visual and hybrid delivery services, including displays, sound systems, Zoom integration, online speaker support, session recording, video editing, secure file transfer, connectivity support and a full technical simulation before the event. The supplier should have relevant experience delivering complex national or international conferences and be able to work closely with LSHTM, ANH Academy, Stellenbosch University, the venue and other local partners.
Lot value (estimated)
112.000,00 GBP excluding VAT
140.000,00 GBP including VAT

Award criteria:

Name	Type	Weighting
Technical Evaluation	quality	60%
Cost Evaluation	cost	40%

Languages in which tenders or requests to participate may be submitted: En