Tent Hire and Catering Services

Quotations are invited from suitably qualified and experienced service providers for the supply, delivery,
erection, and dismantling of event tents, and for the provision of full catering services in support of a series of
community meetings. Each meeting session will run for approximately 2.5 to 3.5 hours per community group.
All suppliers must meet the certification and compliance requirements.

Tent Hire:

Small Tent:
Capacity: Up to 100 persons
Required Dates: 4, 5, 8, 9, 10 & 11 May 2026
Notes: Must be erected by 4 May and will be needed until 11 May. The tent must be dismantled and reinstalled daily at different locations within the project area. NOT required on 6 or 7 May 2026.

Large Tent :
Capacity: Up to 200 persons
Required Dates: 7 May 2026 only
Notes: Full day use. Erection and dismantling on same day or as agreed with the organiser.

Both tents must include adequate ventilation. The supplier is responsible for all erection, dismantling, and removal
of structures and equipment.

Please find the name of the area, date, time and location of each day:

Tshehla Trust, 04 May 2026, 10:00, First Main Entrance.
Marikana, 04 May 2026, 14:00, Sports Ground.
Tigershoek, 05 May 2026, 10:00, Sports Ground.
Makwana and Nkakabuleng, 05 May 2026, 14:00, Makwana Old School.
Roossenekal (Including RDP, Zone 3 and Zone 11), 06 May 2026, 10:00, Roossenekal Community Hall.
Laerdrift, 07 May 2026, 10:00, Sports Ground.
Matamong, 08 May 2026, 10:00, Matamong Community Spot.
Matokomane, 08 May 2026, 14:00, Spaza Shop.
Mhlabaneng/Tondeldoos, 09 May 2026, 11:00, Old Post Office.
Nye Nye, 10 May 2026, 10:00, Nye Nye Old School.
Baffelskloof, 10 May 2024, 14:00, Buffelskloof Community Spot.
Station, 11 May 2026, 10:00, By the Jojo tank.

Portable Sanitation
Two (2) portable toilet units are required to accompany the tents at each daily location throughout the event
dates (4, 5, 7, 8, 9, 10 & 11 May 2026). Requirements include:
• 2 x portable toilet units, clean and fully stocked (toilet paper, hand sanitiser) at the start of each day
• Units must be transported, positioned, and serviced daily alongside the small tent at each new
location
• Supplier responsible for daily servicing, waste removal, and restocking
• Units must comply with applicable sanitation and health regulations
• Certificate of Compliance for portable/temporary sanitation units required

Catering Services — Community Meetings
Full catering services are required for 800 (eight hundred) guests across multiple community meeting
sessions. Each session runs for approximately 2.5 to 3.5 hours.
Menu (to be provided as specified — no alternatives):
• Meal (specify menu options in proposal or quotation)
• Takeout packaging: each guest receives a sealed takeout box with cutleries if needed at the end of
the session
• Still water only — 500ml sealed bottle per person
Service Sequence & Responsibilities:
• Setup: Caterer to fully set up before each community session commences
• Takeout handout: Caterer to prepare and hand out sealed takeout boxes to each guest before they
depart
• Cleanup: Full post-session cleanup of all catering equipment, waste, and the serving area after each
session
• Staffing: Caterer to provide sufficient qualified staff to execute setup, service, takeout handout, and
cleanup within the session timeframe