Request for Proposal for Event Management Services
Issued by: CFA Society South Africa
Date Issued: 19 January 2026
Proposal Closing Date: 31 January 2026
1. Introduction
CFA Society South Africa invites proposals from experienced event management companies to plan, coordinate and execute the CFA Society South Africa Annual Conference, scheduled for September 2026.
The conference will be a hybrid event (in-person and virtual) targeting investment professionals, CFA charterholders, and broader industry stakeholders.
In addition to the main conference, the selected service provider will be required to plan and deliver a post-conference second-day event, focused on a Programme speaker event followed by networking and entertainment.
The events aim to:
Provide thought leadership and insights on investment trends and developments in the financial industry.
Facilitate networking among CFA charterholders and industry professionals.
Showcase CFA Society South Africa’s commitment to professional development and excellence. - Strengthen relationships with key stakeholders and sponsors.
2. Scope of Work
The selected event management company will be responsible for the end-to-end planning and execution of both the Annual Conference (Day 1) and the post-conference event (Day 2), including but not limited to the following:
· Event Concept and Planning: Support the Conference Committee by refining and implementing the approved conference theme, programme structure and speaker agenda for both days.
· Provide consultation, logistical guidance, and recommendations on session formats suitable for a hybrid audience to ensure a seamless and engaging delegate experience.
· Venue Management: Source and manage venues for both events, including logistics, AV, staging and catering.
· Virtual Platform Management: Select and manage a cost effective virtual platform for remote attendees, ensuring seamless integration with in-person sessions.
· Speaker Coordination: Assist with speaker invitations, briefings and session logistics.
· Registration and Communications: Manage attendee registration, email communications and pre-event engagement for both days.
· On-Site and Online Event Management: Ensure smooth execution of the hybrid event, including technical support for live streaming, recordings and audience engagement tools.
· Stakeholder Engagement: Liaise with and manage key stakeholders, including members, industry partners, sponsors and VIP guests, to ensure strong participation and visibility.
· Sponsorship Management: Support the Conference Committee in implementing sponsorship strategies, managing sponsor relationships, coordinating sponsor benefits and activations, and ensuring all deliverables are met across both days.
· PR & Marketing: Development and rollout of a marketing and communications plan to support event awareness, registrations, media exposure and brand alignment.
· Post-Event Reporting: Collect feedback, provide attendance analytics, summarise outcomes, and report on stakeholder and sponsor engagement.
3. Event Details
· Main Conference (Day 1): September 2026 (specific date to be confirmed)
· Post-Conference Event (Day 2): September 2026 (following day; format and objectives to be proposed)
· Location: Johannesburg
· Event Format: Hybrid (in-person + virtual)
· Expected In-Person Attendees: 150–200
· Expected Virtual Attendees: 100–150
· Target Audience: CFA Society Members, CFA charterholders, CFA Program Candidates and investment professionals across Southern Africa
· Key Deliverables: Conference branding, programme materials, AV production, virtual platform integration, registration management, stakeholder engagement, sponsorship management, on-site support and PR & marketing.
4. Proposal Requirements
Proposals should include:
Company profile and relevant experience in managing hybrid conferences and multi-day events
Key personnel and roles assigned to this project
Proposed approach and creative ideas for engaging both in-person and virtual audiences
Proposed concept and objectives for the post-conference second-day event –
Approach to stakeholder engagement and sponsorship management - Detailed budget breakdown for both events, including contingency plans - Timeline and milestones leading up to the events
References and case studies of previous hybrid or financial industry events
BBEE status is encouraged and should be clearly indicated in the proposal. Vendors may be requested to submit valid B-BBEE certification or an affidavit as part of the evaluation process.
5. Submission Guidelines
· Proposal deadline: 31 January 2026
· Submission format: PDF or Word document
· Submission method: Email
· Contact person for submissions and queries:
Linda Hawkins
Marketing and Events Manager
CFA Society South Africa
Email: [email protected]
6. Terms and Conditions
· CFA Society South Africa reserves the right to accept or reject any or all proposals.
· All proposals will be treated as confidential.
· Selected vendors must comply with CFA Society South Africa’s policies, insurance and legal requirements.
· Payment terms and contractual agreements will be confirmed upon final selection.
7. Appendices
· Sample agenda of previous conference programmes
2024_Conference_Agenda.pdf
Conference_Agenda_2025.pdf
· 2024/2025 Stakeholder Annual Report
https://publuu.com/flip-book/802352/2264179