EXPRESSION OF INTEREST: TECHNICAL SERVICES GL@25
Call for Expression of Interest (EOI)
Provision of Technical Services for a hybrid celebration of up to 500 Participants
- Synopsis
Gender Links (GL) seeks to engage a competent technical service provider to plan, supply, install, operate, and dismantle all required technical systems and support services necessary for the smooth, professional, and uninterrupted delivery of GL’s 25th anniversary taking place simultaneously in five countries on 17 March from 2-4 pm in six locations. Expressions of interest must be submitted by 17.00 on Wednesday 25 February to directorRH@genderlinks.org.za.
Location
The Service provider should be based in Johannesburg and work closely with the Kopanong Hotel, from where the event is being anchored.
- Background
Gender Links, a Southern African women’s rights organisation based in Johannesburg, South Africa, is planning to host a large hybrid celebration of its 25th Anniversary (GL@25). This celebration is expected to convene approximately 500 participants in total, 250 in person and up to 250 virtually. The celebration will take place on the 17th of March 2025 at the Kopanong Hotel in Johannesburg, as well as locations in Botswana, Lesotho, Madagascar, Mauritius and Zimbabwe. Participants can also join the zoom link from anywhere in the world (see graphic representation below)
4. High level programme
The first hour from 2pm to 3pm will take place face to fact in each location. All will link virtually from 3pm to 4pm. Below is a high-level programme. This will be refined as the event draws closer.
| TIME | EVENT | NOTES |
| IN COUNTRY | MC – by country – Donate! Donate | |
| 13.00 | Lunch | |
| 14.00 | Welcome – local Board | |
| 14.05 | Short history of GL in each country | |
| 14.10 | Solidarity messages | |
| 14.40 | Keynote address | |
| JOINT | MC – Dr Molokomme – checkin with each country | Kudoboard messages streaming |
| 15.00 | Welcome – founder member, Ambassador Mtintso | |
| Donate, donate! DM | ||
| 15.10 | Choir | |
| 15.15 | Testimonials from different countries, ages, programmes | |
| 15.45 | Leadership – passing the torch | |
| Candle ceremony – This little light of mine |
5. Scope of Services
The selected service provider will be responsible for delivering, at a minimum, the following services:
5.1 Audio-Visual and Production Services
- Provision and setup of professional sound systems suitable for plenary and breakout rooms
- Provision of microphones (wired, wireless, handheld) and audio mixers
- Video recording
- Stage lighting and basic stage design support
5.2 Information and Communication Technology (ICT)
- Support for hybrid or virtual participation (a dedicated fibre line will be available)
- Conference management software or platforms
- Technical support desk throughout the event to ensure no downtime
5.3 On-site Technical Support
- Pre-event testing and rehearsals
- On-site technical staff during setup, event days, and dismantling
- Rapid troubleshooting and contingency management
Virtual conference services required on the day of the event –to include:
- Coordinating a zoom call with GL Offices in Botswana, Eswatini, Lesotho, Madagascar, Mauritius and Zimbabwe. Some of the venues will be in peri-urban locations with minimum equipment.
- Spotlighting of each country office as they present
- Promoting and reporting on face to face and online fundraising
- Ensuring that donations and pledges are recorded and announced live via a continuous rolling screen
- Professional video recording for the event as it is happening in the room
- Interactive online polls and announcements of funds raised during event
- Supplying edited video recordings post-event
- Event scripting
5.4 Post-Event Services
- Dismantling and removal of all technical equipment
- Delivery of recorded sessions
6. Possible equipment and other resources required
- Multi-camera setup to capture different angles of the event.
- Live audio integration with microphones and sound systems.
- Recording and archiving of the livestream for future use.
- Technical support team onsite to manage equipment and troubleshoot issues
7. Duration of the Assignment
The assignment is expected to cover:
- Pre-event preparation: 2 weeks prior to the conference
- Event delivery: 4 hours on the day of the event
- Post-event wrap-up: One day following the conference
8. Eligibility and Qualification Requirements
Interested service providers should demonstrate:
- Solid traceable experience in online fundraising campaigns and events
- Proven experience in providing technical services for conferences or events of similar scale (minimum 500 participants)
- Availability of qualified technical personnel on the day
- Ownership of, or access to, required technical equipment
- Experience with hybrid or virtual event delivery
9. Deliverables
The expected deliverables include:
- A detailed technical implementation plan
- Fully functional and tested technical systems before the event
- Continuous technical support during the conference
10. Submission Requirements
The Expression of Interest should include:
- Company/organization profile
- Summary of proposed technical approach and capabilities
- List of available equipment and personnel
- Description of relevant experience and past assignments
- Contact details of at least three contactable references
11. Submission Process and Deadline
Expressions of Interest should be submitted electronically by 17.00 on Wednesday 25 February 2026 to Debrah Mukuku: Email : directorRH@genderlinks.org.za
Download the Expressions of Interest submission document
12. Confidentiality and Liability
All information provided by Gender Links shall be treated as confidential. The submission of an EOI does not constitute a commitment by Gender Links to award a contract or to cover any costs incurred in the preparation of the EOI.
13. Evaluation Criteria
EOIs will be evaluated based on:
| Quality and clarity of the proposed approach | 25% |
| Relevant experience and references | 20% |
| Qualifications of personnel | 20% |
| Budget and costing for the services to be provided | 35% |
