IT and AV Support Services
Overview
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SUMMARY
KEY REQUIREMENTS
TIMELINE
RFP Issue Date: August 28th, 2026
Clarification Request Due: September 8th, 2026
Clarification Response Send to Bidders: September 11th, 2026
Proposal Submission Date: September 18th, 2026
Pre-event briefing, setup, and equipment testing: November 15th, 2026
Conference Dates: November 16th-20th, 2026
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
Conservation International
DESCRIPTION
A government authority in Cape Town, South Africa, seeks a vendor to provide comprehensive information technology and audiovisual support before, during, and immediately after a conference scheduled for November 16–20, 2026. The vendor will work within the venue’s technical infrastructure and coordinate with the hotel audiovisual team, interpretation provider, and other technical vendors to support seamless conference operations.
Responsibilities include inspecting, configuring, and testing equipment; supporting audiovisual systems in plenary and breakout rooms; operating presentation systems, projectors, screens, microphones, audio equipment, laptops, and related technologies; managing presentation files and session transitions; and assisting speakers and moderators with presentation setup, microphones, confidence monitors, and connectivity. The vendor will also monitor internet access, troubleshoot participant and presenter issues, manage presentation uploads and updates, respond immediately to technical incidents, and coordinate the shutdown of conference technology systems.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due September 18, 2026. Questions must be submitted by September 8, 2026.
- Who issued this RFP?
- It was issued by Conservation International. The work is located in Cape Town, South Africa.
- Who is a good fit for this opportunity?
- Experienced IT and audiovisual event support provider
- Demonstrated experience supporting conferences with plenary and breakout sessions
- Skilled in presentation systems, microphones, projection, audio, video, and connectivity troubleshooting
- Capable of providing responsive on-site technical support throughout multi-day events
- Experienced in coordinating with hotels, interpretation providers, and other technical vendors
Analysis generated by Settle AI from the source RFP.
RFP Hunter shows what is open. Settle shows what is forming.
Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.