Pricing Schedule for Fasset Event Management 2016 to 2018

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1 Pricing Schedule for Fasset Management 2016 to 2018 Cost per Pricing based Cost per based Name of the event Budget & Tax Update Annual General Meeting 1 1 s 42 1 Suppliers 2 7 Speakers 4 0 Hosts 6 0 Number of items for budget hosts required 0 0 Temps required 30 0 Delegates Instructions Please complete Column G and J, where applicable. Formulas will automatically calculate the total based on your costing and Fasset's volume. If you believe we have omitted any key items in this schedule, please submit these costings on a separate MS Excel worksheet with your submission. 1 Plan the project 1.1 Conduct briefing in order to receive broad outline of event 1.2 Prepare the project management documentation, including the activity workflow and the allocation of roles and responsibilities to team members and Fasset 60 minutes Project Manager 2 hours Project Manager Done at a meeting or telephonically. This typically entails an overview of the event, including the type of training, the number and provinces of venues. How the event will differ from previously organised, is discussed. As this contract is a 2-year contract, and the to be run within this period are very similar, this item may not take long as the nature of do not differ dramatically. 1 R Present project process reports, as reasonably required by Fasset 15 minutes per week, 6.5 hours per event Project Manager This may differ from service provider to service provider as the project management systems utilized will vary. As this contract is a 2-year contract and the to be run are very similar this item may not take long as the nature of do not differ dramatically, and will typically involve the same tasks and use of the same team members in repeated roles. 1 R 0.00 These reports are submitted to Fasset at regular intervals e.g. normally every 2 weeks, at project meetings. They would involve the presentation of the project plan and the status of deliverables on that plan. The finance information at a specific point will be presented to determine the budget and expenditure situation. Lastly, the number of delegates registered for the event will be downloaded from the Fasset online RSVP system. Any other matters of concern to the service provider may be raised at this stage. Generally, no report needs to be written up, rather project process documents (which are being constantly compiled and updated) need to be drawn and presented. This also may take place via telephone. 1 R Book venues and suppliers 2.1 Create and submit schedule of venue quotations Receive the schedule of venue for the event 60 minutes Project Manager from Fasset, dates of the event and the number of expected delegates / attendees 1 R 0.00

2 Pricing Schedule for Fasset Management 2016 to 2018 Cost per Pricing based Cost per based Obtain conferencing venue quotes, 3 per town / city and site visits per venue two hours per venue 6 hours Administrator The service provider is expected to provide number of delegates based on and an analysis of the excellent history of delegate attendance at previous Fasset Prepare the venue quotation template per venue 10 minutes Administrator Follow up on venues where request for quote has been sent, to ensure that 3 comparable quotes have been received Capture the conferencing venue quotes received to the schedule Analyse quotes received and provide a recommendation to the Seta of the venue quote to accept 5 minutes Administrator Ensure that the correct details have been inserted into each customized request for quotation. Service provider is to have access to venue information (contact information) and should send this request for quote these venues. 15 minutes Project Manager Ensure that all information is inputted into the Excel spreadsheet provided by Fasset, which breaks the venue quote into elements Which allow for a per delegate per head quote. There will be no more than 10 elements on this spreadsheet e.g. lunch, tea, equipment. 1 R R 0.00 R R R 0.00 R R R 0.00 R Submit the venue quotes to Fasset for sign-off 15 minutes Project Manager Analyse all quotations received per city/town and recommend to Fasset based on current quote conditions, analysis, likelihood of venue to accommodate larger or smaller groups without logistical risk to Fasset, and previous ratings of delegates Provisionally book the venues based on quotes accepted by Fasset 45 minutes Administrator This entails the document being mailed or presented to Fasset, the recommendations of the project Manager being discussed if required, and a Fasset approval or query begin obtained. Following this, booking of venues can commence. This may be followed up by discussions, where there queries or are changes to the schedule due to venue unavailability etc... The larger the event and the more venues per event, the more queries there are likely to be. 126 R R 0.00 R R Create provisional supplier booking schedule This entails the service provider following up and provisionally booking the venue whose quote was signed off. 42 R Obtain supplier quotes (3 quotes per supplier required) depending on requirements (normally equipment and sound is required, where the venue cannot provide own, in the case of the, helium balloons, flowers, photographer, entertainment, delegate gifts, packing for gifts etc...) and appoint supplier (in consultation with Fasset, if required. Based on 7 suppliers and 3 quotes each 30 minutes Administrator Supplier Provisionally book suppliers 30 minutes Administrator Follow up on suppliers where request for quote has been sent, to ensure that 3 comparable quotes have been received per item. 2.3 Confirm selected venues as per venue quotation schedule This entails the service provider following up and provisionally booking the supplier whose quote was signed off. Supplier 6 R R R R Confirm venues as per approved venue schedule. Also confirm number of delegates, seating arrangements, agenda, catering, equipment and accommodation of speaker and host (if applicable). 60 minutes Administrator Obtain venue contracts and pro-forma invoices 10 minutes Administrator Contact venues and ensure the booking is in order, shortly before the event. If there are changes or problems, numerous follow ups may be required. Also confirm Fasset material has been delivered Check, sign and fax contracts to venue/s 30 minutes Project Manager Call venue to obtain invoice and contracts, where applicable. Numerous follow-up calls may be required where venue does not comply Confirm final details telephonically per venue prior to the event 30 minutes Administrator Check contract is in order and fax through signed document to venue. 42 R R R R 0.00

3 Pricing Schedule for Fasset Management 2016 to 2018 Cost per Pricing based Cost per based Fasset accepts RSVPs, often up to the last minute. The event management company must contact the venue the day before to communicate any changes to the numbers and confirm seating arrangements. 2.4 Confirm supplier booking schedule Confirm suppliers as per approved schedule 30 minutes Administrator Supplier Obtain supplier contracts and invoices 10 minutes Administrator Contact supplier and ensure the booking is in order, shortly before the event. If there are changes or problems, numerous follow ups may be required Check, sign and fax contracts to suppliers 30 minutes Project Manager Call supplier to obtain invoice and contracts, where applicable. Numerous follow-up calls may be required where supplier does not comply Confirm final details to supplier prior to the event 15 minutes Administrator Check contract is in order and fax through signed document to supplier. Supplier Fasset accepts RSVPs, often up to the last minute. The event management company must contact the supplier the day before to communicate any changes to the quotation. Supplier Supplier 2 R R 0.00 R R R 0.00 R R R 0.00 R R R 0.00 R Co-ordinate Financial Management 3.1 Maintain budget for anticipated expenditure Prepare budget of all anticipated expenditure for Fasset Record Fasset expenses incurred as per signed invoices i.e. the number of invoices received for e.g. venues, courier, travel claims from delegates / attendee 30 minutes Project Manager Item 5 minutes Administrator Use venue contracts, supplier contracts and other quotations to build a budget. Fasset has maintained an excellent history of budgets and expenditure per. This process will not need top be created 'from scratch' for each event; a similar previous event can be use for the budget upon which escalations may be added due to inflation, increase in venues etc... Item 1 R R 0.00 R 0.00 Capture expenses incurred against the quotation, as presented in the budget. 700 R R 0.00 R Prepare payment requisitions, as per Fasset requirements, for venue and supplier payments Prepare Fasset payment requisitions for Fasset to sign-off e.g. venues, suppliers 45 minutes Administrator Item Confirm venue and supplier payments 10 minutes Administrator Check invoice against quotation received, and if correct if required. Then prepare invoice with Fasset requisition form, and provide an explanation if there is any issue or discrepancy Send proof of payment to venues 10 minutes Administrator After the invoice has been signed off, it is required for the event management company to follow up with the Fasset finance department to ensure the invoice has been paid. There are many reasons why an invoice may not be paid e.g. banking details not confirmed, discrepancy between quotation and final invoice. This information is requested/received from the finance department on a weekly basis and reconciled as a list against the budget. Item Item 93 R R 0.00 R R R 0.00 R Report deposits and venue pre-payments to Fasset finance department on a monthly basis ( usually span a 6 month period) 3 hours Project Manager proof of payment to venues and suppliers once payment has been made on a weekly basis. This information is requested/received from the finance department on a weekly basis. Not all venues and suppliers will request proof of payment. Normally 1 in 4 vendors will request this information. 84 R R 0.00 R 0.00 Fasset's finance department will circulate a pre-payment list monthly. The list requires detail on venue pro-forma and final invoicing. This enables them to track any outstanding payments and budget accordingly. 1 R Make payments to service providers

4 Pricing Schedule for Fasset Management 2016 to 2018 Cost per Pricing based Cost per based Pay venues and suppliers, if necessary (e.g. in the event of late confirmation; Fasset will reimburse the event manager for this amount) 60 minutes Project Manager Supplier In the event of Fasset not being able to make a payment (e.g. event company not submitting invoice on time, error on invoice etc). Fasset will reimburse the full amount of the invoice. This seldom happens, especially where good levels of planning are maintained. 7 R Communicate with the Call Centre 4.1 Assist Fasset call centre with the set-up of the event on the Fasset electronic event management system Provide venue maps to the Fasset call centre for 10 minutes Administrator download by employers Assist Fasset call centre with the set-up of the event on the Fasset electronic event management system (entailing providing the call centre with maximum delegate numbers, province and venue information, and maps) 10 minutes Project Manager These must be requested from the venue or downloaded from the internet. These maps are then given to the Fasset call centre and placed on the Fasset website alongside the online invitation. This will only occur when there is no existing map with Fasset or the event management company. The event manager must communicate with the Fasset call centre regarding maximum capacity at venues, correct spelling of venues, maps as linked to the venues etc... Where changes to the venue occurs (such as change of venue, increase if maximum capacity) the event manager will need to communicate with the call centre more than once. 42 R R Monitor Fasset call centre online registration process Increase numbers, add additional venues, 20 minutes Project Manager cancel venues based on daily analysis of online registration system Check that maximum numbers have not been reached, that delegates on the waiting list are processed and process any additional venue requests from parts of South Africa (as inputted on the Fasset website online system). 42 R Book travel for Fasset hosts and speakers procedure by Fasset 5.1 Confirm travel schedule Prepare draft travel arrangements per Fasset Host and Speaker - flights, car hire, accommodation and transfers 20 minutes Administrator Prepare the flight schedule per traveller 10 minutes Administrator Create schedule with dates and times of travel. This may include flights, car rental, transfer to and from airport, accommodation etc Submit the Fasset travel schedule per traveller for completion 5 minutes Project Manager Download schedules from website for each leg of travel, and later selection by traveller. Person Receive preferred schedule from each traveller 20 minutes Project Manager to each traveller. Person Complete changes to travel schedule 15 minutes Project Manager Receive from each traveller. This may require prompting and reminding and later changes. 5.2 Manage travel over the course of the event Adjust schedule as per traveller's request/s.

5 Pricing Schedule for Fasset Management 2016 to 2018 Cost per Pricing based Cost per based Submit traveller details and chosen travel arrangements to Fasset's travel agent for processing e.g. flights, car hire, accommodation and transfers 5 minutes Administrator Person Receive confirmations from Fasset travel agent 5 minutes Administrator The schedule prepared on is submitted to the travel agent for processing. Person Check confirmations as per selected travel per traveller Authorise Fasset travel agent to issue tickets and vouchers Receive tickets and vouchers and check for accuracy of booking Complete travel schedule per traveller, e-ticket and confirmation numbers to be entered to schedule Attend to changes to travel during course of event 5 minutes Project Manager and telephone to ensure these are received. Person 5 minutes Project Manager Confirm if correct. Person 15 minutes Administrator and telephone travel agent to ensure that these are issued. Person 5 minutes Administrator and telephone to ensure these are received. 15 minutes Project Manager Complete schedule for inclusion in memorandum. Make flight, accommodation, car hire changes as needed. These won't be required for all venues, but can be averaged out across the venues. Normally 1 in 3 venues will experience a change in travel arrangements. 6 Co-ordinate event documents for printing 6.1 Collect presentation material from Fasset Collect stock pens, folders, covers etc... from Fasset Prepare draft evaluation form, agenda, travel claim form and handbook front cover for the Seta 15 minutes Administrator 60 minutes Project Manager Confirm quantity to be collected with Fasset. Arrange for collection Receive signed-off print documents 60 minutes Project Manager Use existing templates supplied by Fasset Send complete workbook to printer 60 minutes Project Manager Confirm all documents are correct. This normally includes the agenda, Fasset presentation, speaker presentation, speaker handbook, evaluation form and code of conduct Liaise with printer and approve PDF, confirm numbers, manage delivery process 6.2 Prepare delegate / attendee name labels and attendance register for the event 3 hours Project Manager Ensure documents / pack are in the correct format and are sent to the printer who is appointed. Ensure that the quantity and quality of the print job is completed and delivered to Fasset on time. 1 R R R R R Download register per venue from online Fasset registration system Data sort, correct and merge downloaded register in line with required order of the nametags e.g. first name, surname, company name Print delegate names via mail merge on stickers / name labels depending on the event 10 minutes Administrator 30 minutes Administrator Download from Fasset Admin system. The delegates are captured to the online system by the Fasset call centre who receive the faxes and delegates who capture their attendance online. 30 minutes Administrator Sort information as presented on the MS Excel spreadsheet which is downloaded from the website. Make corrections where incorrectly captured e.g. upper case, missing information Print host name and speaker (or delegate / 15 minutes Administrator As per the list that has been downloaded, ensure that the delegate names are printed to attendees for specific functions) name on plastic name labels. This would be easily performed using a mail merge function. name tags Person 42 R R R R 0.00 R R 0.00

6 Pricing Schedule for Fasset Management 2016 to 2018 Cost per Pricing based Cost per based Insert host name tags to plastic holders 15 minutes Administrator Ensure that the names have been correctly printed. Person Prepare registration lists and blank registers for additional delegates Prepare registration forms for Skills Development Facilitators (SDFs), non-levy payers (NLPs), blank invitations for nonregistered delegates (to be completed on their arrival) and travel claim forms 5 minutes Administrator Ensure that the names have been correctly printed. 30 minutes Administrator Ensure the registers from the downloaded registers. This would be easily performed using a mail merge function. 10 R R Prepare fax template for faxing registration lists from venues to event management office 5 minutes Administrator Photocopy forms for inclusion into the pack for Fasset hosts to distribute to delegates on request Prepare evaluation forms 5 minutes Administrator Photocopy forms for inclusion into the pack for Fasset hosts to distribute to delegates on request. This would be easily performed using a mail merge function Prepare run sheet per venue 20 minutes Administrator Photocopy forms for inclusion into the pack for Fasset hosts to distribute to delegates on request. This would be easily performed using a mail merge function Prepare box label per venue 20 minutes Administrator Prepare this document which contains all information pertaining to the venue, as required by the Fasset host Prepare venue label for envelope which will be delivered / couriered to venues 6.3 Prepare workbook packs/ collate boxes for courier 5 minutes Administrator Print out label for venue, specifying the contents of the box. This would be easily performed using a mail merge function. Print out labels for each box, to be delivered/couriered to each venue. This would be easily performed using a mail merge function Pack delegate / attendee evaluation form into 5 minutes Administrator each workbook 7400 R 0.00 R Pack registration envelope per venue 5 minutes Administrator Pack contents into box Pack material received from printer to boxes per 10 minutes Administrator Pack contents into box. venue Pack and count pens per venue 10 minutes Administrator Pack contents into box Liaise with courier company for collection and delivery to venues 15 minutes Administrator Pack contents into box Confirm delivery of material to venue 15 minutes Administrator Telephone or the delivery address and date of expected arrival. 7 Finalise event arrangements 7.1 Co-ordinate staffing of registration tables at venues Confirm venue has received the boxes Prepare briefing sheet for temp staff 30 minutes Project Manager Temp brief sheet to agent if required 5 minutes Project Manager Information for temps regarding dates, venues, job requirements. Temp Request names and contact numbers of temp staff Allocate people to staff registration tables in cities/towns major urban centres i.e. Gauteng, Eastern Cape, KwaZulu-Natal and Western Cape (the event management company should have staff resident / available in these venues) 30 minutes Administrator the briefing sheet (of what the temp staff is meant to do) to the temp agency. Temp 30 minutes Project Manager Request this information and ensure it is provided to the Fasset host. Allocate staff to assist with registration process. Not all venues require staffing at the registration table as in many venues, the Fasset host will do this staffing work. 1 R Prepare the host and speaker memorandum

7 Pricing Schedule for Fasset Management 2016 to 2018 Cost per Pricing based Cost per based Prepare the memorandum i.e. receive final memorandum text from Seta which instructs hosts and speakers around the requirements and processes for the event as well as include all information on the travel details of speakers and hosts, the venue information etc... (map, address). 60 minutes Project Manager Compile and finalise venue contact list 5 minute Administrator Insert information into memorandum (travel, venues, host & speaker schedule, equipment, maps, temp staff) Compile and finalise travel arrangements per traveller Compile and finalise staffing schedule per registration table Compile and finalise equipment booked per venue Compile and finalise travel tickets and vouchers per traveller 5 minute Administrator Insert information into memorandum (travel, venues, host & speaker schedule, equipment, maps, temp staff). 5 minute Administrator Insert information into memorandum (travel, venues, host & speaker schedule, equipment, maps, temp staff). This will not be required for all venues, as not all venues will require travel. Not all hosts and speakers will need to travel either. 5 minute Administrator Insert information into memorandum (travel, venues, host & speaker schedule, equipment, maps, temp staff). This will not be required for all venues, as not all venues will require hosts. Not all hosts and speakers will need to travel either. 5 minutes Administrator Insert information into memorandum (travel, venues, host & speaker schedule, equipment, maps, temp staff) Include maps per venue 4 minutes Administrator Insert information into memorandum. This will not be required for all venues, as not all venues will require travel Compile and finalise number of delegates registered 5 minutes Administrator Insert information into memorandum (travel, venues, host & speaker schedule, equipment, maps, temp staff) Include temp staff brief if applicable 1 minute Administrator Insert information into memorandum (travel, venues, host & speaker schedule, equipment, maps, temp staff) Courier to Fasset host and speakers 20 minutes Administrator Insert information into memorandum (travel, venues, host & speaker schedule, equipment, maps, temp staff). The brief is a duplicate of that one which was sent to the temp agency. Courier memorandum to hosts and speakers. Person 1 R R R R 0.00 R Co-ordinate event on site 8.1 Co-ordinate refreshments, manage registration, ensure smooth running of programme Administrator This includes setting up promotional material, handbooks, Fasset marketing banners, registers on the desks, confirming seating arrangements and room setup, check final attendance and registration entails, complete the host feedback form, calculate results of the evaluation forms and input these onto the host evaluation form. Fax registers and other documents (e.g. additional delegate invitations, additional register, register etc...) to event management company for capturing. Address delegate queries. 42 R Prepare registration report 9.1 Copy and file registers for Fasset files (file to include evaluation forms, signed registers, additional delegate invitations) 10 Create post-event analysis report 15 minutes Administrator Each register must be copied and filed away. 42 R Capture delegate evaluation data by venue 5 minutes Administrator Delegate 7400 R 0.00 R Create electronic consolidated report 2 hours Project Manager Each form submitted must be captured to the system to be created by the event management company. The form is a two page form with tick boxes and the occasional comment.

8 Pricing Schedule for Fasset Management 2016 to 2018 Cost per Pricing based Cost per based Create report using information from evaluation forms. This information is to be captured by the event management company and then analysed and presented in a report - which is to be printed and sent to the Seta electronically. 11 Meetings and communications 11.1 Attend meetings as required by Fasset 3 hours per meeting Project Manager Meeting 1 R 0.00 Attend meeting to discuss scheduling, budgeting, workflows etc. Indicate your per meeting of approximately 3 hours. 12 Other 12.1 Create theme/décor (draping, table settings, chair covers, serviettes etc) - meetings with service providers, entertainers, MC, décor provider etc 12.2 Oversee set up venue for function (draping, table settings, chair covers, serviettes etc) 12.3 On site coordination of Artists, MC, décor, photographer, videographer, AV, lighting, hostesses, venue, catering, menu and agenda. 2 experienced staff members 12.4 Facilitate rehearsals for the with the entire casting crew including artists and MCs 8 hours Project Manager 2 days Project Manager Receive brief from Fasset and source providers for items requested 21 hours Project Coordinator Physically set up the venue for the function. More than one person may be required to assist with this function. 12 hours Project Manager 2 x event coordinators over 2.5 days - setup, event and strike half day. Assisting with all logistics to include venue setup, AV, production crew, artists and crew, photographer, videographer, runners, registration staff and hostesses etc. Coordination of the casting crew, setting up of rehearsal times with the crew, securing rehearsals dates with the casting crew, arranging with the venue for a dress rehearsal the day before the ; set up a full dry run session. Securing refreshments. TOTAL R 0.00 R 0.00 R % Total including VAT Bidders are required to indicate a ceiling based on

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